Office Experience and Events Assistant

2 weeks ago

Brooklyn, New York, United States Boston Consulting Group Full time
WHAT YOU'LL DO
The Office Experience and Events Assistant's primary responsibility is to partner with the Office Experience and Events team to drive the affiliation and events agenda for the Brooklyn office and to maintain the overall hospitality and appearance of the office. You will work onsite at our Brooklyn location with other members of the OE Team to drive day-to-day operations of the office.

YOU'RE GOOD AT
Events and affiliation:
  • Support planning and execution of office events, including weekly social hours, annual holiday party, offsite meetings, leadership hosted dinners, community service projects, etc. incl. venue selection, communications and RSVP management, vendor management, etc.
  • Coordinate events and affiliation program: track tasks and progress; provide status updates; maintain and update meetings and events calendar
  • Suggest and solicit creative and new ideas to keep our affiliation program fresh and motivating
  • Work within budget, track expenses, forecast for future events and programming
  • Act as onsite facilitator for events
  • Provide administrative support for meetings and events e.g. making name tags, ordering supplies, etc.
  • Other ad-hoc requests or needs to be addressed with relation to our office events
Office experience:
  • Maintain overall appearance of the office, including proactively replenishing all kitchen supplies, food/drinks, etc.
  • Support meetings and events hosted in Brooklyn office
  • Coordinate with meeting organizers to ensure all meeting needs are met, including catering, name tags, etc.
  • Provide general support and recommendations for conferences/meetings as needed, e.g. transit, hotel, catering, restaurant options
  • Partner with concierge and IT functions to reserve rooms and ensure all meeting needs are met including furniture arrangement, IT/AV set-up etc.
  • Oversee catering: liaise with vendors; develop menus for office lunches, internal meetings, client wokrshops etc.; oversee set-up and clean-up
  • Manage catering/office supply budget and process invoices; submit expenses on a monthly basis
  • Seek feedback, propose new ideas, and continuously improve upon general office experience especially as it relates to office meals and snacks, supplies, amenities, etc.
  • Other ad-hoc requests or needs to be addressed with relation to our office experience
Communications:
  • Update and maintain office-wide calendar
  • Organize content and lead drafting of bi-weekly internal office newsletter covering general updates, affiliation, upcoming programming, etc.
  • Contribute to building slide decks for all-staff meetings, social committee meetings, etc.; record meeting notes
  • Manage digital signage around the office
  • Build event invitations, track RSVPs etc.
  • Other ad-hoc requests or needs to be addressed with relation to our office communications
YOU BRING (EXPERIENCE & QUALIFICATIONS)
  • Bachelor's degree required
  • 0-3 years in an events, hospitality, professional services or customer services environment
  • Ability to spend significant time walking and standing
  • Ability to lift and deliver large packages
  • Ability to work within a budget
  • Flexibility to work overtime
  • Working knowledge and comfort with Outlook, Microsoft Word, Excel, PowerPoint
  • High energy and enthusiasm, willing to get involved
  • Organized, responsive and able to handle challenges with poise and tact
  • Excellent written, oral communication and interpersonal skills
  • Flexible team player; solid customer service orientation and qualities
  • Ability to work effectively in a challenging, fast paced environment
  • Ability to take initiative
  • Strong attention to detail
  • Must be able to perform successfully in a fast-paced, intellectually intense, service-oriented environment and interpret rules and guidelines flexibly to enhance business and in keeping with BCG's values and culture
There are a few key things we look for – do you have what it takes to step into these shoes?
  • High customer service orientation – highly responsive, strong interpersonal and communication skills, wants to deliver great results at all times
  • Meticulous attention to detail and follow-through; perform tasks with high degree of accuracy and efficiency
  • Excellent organizational and time management skills; ability to meet deadlines
  • Excellent oral and written communication skills
  • Ability to successfully manage competing priorities, keeping constant sight of the overall objectives
  • High degree of flexibility in a demanding, fast-paced, and frequently changing
  • Highly organized – excellent at time and project management, has clear systems and composure to deal with multiple tasks at once and ensures everything gets done in a timely manner
  • Professional and diplomatic, knows when to ask for help or advice, is perceptive and practical
  • Trustworthy, discreet, able to protect confidentiality
  • Team player – proactively seeks opportunities to help others, will go above and beyond to get the job done
Our business management and operations team members work to ensure that BCG is running smoothly, efficiently, and productively. We are made up of executive and administrative (or case team) assistants, visual service artists, receptionists, facilities staff, and the team leaders and office coordinators who manage these operations and business management jobs.

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