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Office Experience and Events Assistant

4 months ago

Seattle, Washington, United States Boston Consulting Group Full time
WHAT YOU'LL DO
The Office Experience Assistant is responsible for the hospitality and overall maintenance of the office, including all services related to building and office space, vendor relationships and coordination of in-house meetings and events. The position involves working as part of a flexible work team to provide customer centric office support in a demanding, fast-paced professional services environment.

Visitor Management:
  • Serve as the face of the office and point of contact for office hospitality
  • Facilitate a warm and informative experience for visitors and staff as they work in the office
  • Answer reception phones with professionalism and confidentiality
  • Monitor entry to the office by properly registering incoming visitors and communicating with building management any changes to access privileges
  • Manage permanent and guest badge permissions ensuring up to date access privileges
  • Collaborate with building management to align on building-wide tenant communications and emergency response
Facilities:
  • Maintain overall appearance, safety, and security of the office
    • Monitor housekeeping for both individual and common spaces
    • Check all conference rooms, communal areas, offices and workstations throughout the day to ensure that all work areas are clean and supplies are fully stocked
    • Check all printers to make sure they are clean and organized; dispose of any client confidential material that has not been picked up from the previous day
    • Coordinate recycling/shredding effort
  • Coordinate office maintenance and repairs
    • Oversee the basic functions of the printers, faxes and copy machines by ordering and replacing paper and toner; call for repairs when necessary
    • Maintain schedule for cleaning and maintenance of carpets, glass, furniture, office plants, and other areas
    • Maintain contact with building services (janitorial, HVAC, electrical and miscellaneous repair)
  • Coordinate mail/package delivery
    • Pick-up and sort mail into staff mail folders
    • Manage Fed-Ex supplies and relationship
    • Maintain postage meter and order supplies when necessary
  • Oversee office supplies
    • Ensure appropriate supplies are ordered and supply areas are stocked and organized
  • Coordinate kitchen / central gathering space needs
    • Maintain office kitchen, including replenishing all kitchen supplies, ordering food/drinks, etc
    • Take weekly inventory of supplies and order as necessary
    • Responsible for overall cleanliness and organization of office kitchens. Ensure proper maintenance of kitchen equipment and disposal of trash
Meetings & events:
  • Support planning and execution of office events
    • Assist with affiliation events, including annual holiday party, offsite meetings, leadership hosted dinners, cohort events, community service projects and events, office celebrations, etc.
  • Manage catering needs
    • Manage food orders from outside caterers
    • Work with meeting organizers to develop menus for office lunches and internal meetings, receive and set-up meals in conference rooms, clean up after meals and events
    • Assist internal staff in planning meals or breaks for case team meetings, training programs and in-house recruiting functions
    • Manage catering budgets; forward all bills from caterers to accounts payable for processing; highlight potential savings/overspend
    • Research catering companies/restaurants for quality of food, prompt delivery, cost, variety, etc
    • Provide outstanding service. Seek feedback from staff on food quality
  • Coordinate conference room reservations
    • Coordinate with meeting organizers and to ensure all meeting needs are met, including catering, furniture arrangement and other set-up needs
YOU'RE GOOD AT
Visitor Management:
  • Serve as the face of the office and point of contact for office hospitality
  • Facilitate a warm and informative experience for visitors and staff as they work in the office
  • Answer reception phones with professionalism and confidentiality
  • Monitor entry to the office by properly registering incoming visitors and communicating with building management any changes to access privileges
  • Manage permanent and guest badge permissions ensuring up to date access privileges
  • Collaborate with building management to align on building-wide tenant communications and emergency response
Facilities:
  • Maintain overall appearance, safety, and security of the office
    • Monitor housekeeping for both individual and common spaces
    • Check all conference rooms, communal areas, offices and workstations throughout the day to ensure that all work areas are clean and supplies are fully stocked
    • Check all printers to make sure they are clean and organized; dispose of any client confidential material that has not been picked up from the previous day
    • Coordinate recycling/shredding effort
  • Coordinate office maintenance and repairs
    • Oversee the basic functions of the printers, faxes and copy machines by ordering and replacing paper and toner; call for repairs when necessary
    • Maintain schedule for cleaning and maintenance of carpets, glass, furniture, office plants, and other areas
    • Maintain contact with building services (janitorial, HVAC, electrical and miscellaneous repair)
  • Coordinate mail/package delivery
    • Pick-up and sort mail into staff mail folders
    • Manage Fed-Ex supplies and relationship
    • Maintain postage meter and order supplies when necessary
  • Oversee office supplies
    • Ensure appropriate supplies are ordered and supply areas are stocked and organized
  • Coordinate kitchen / central gathering space needs
    • Maintain office kitchen, including replenishing all kitchen supplies, ordering food/drinks, etc
    • Take weekly inventory of supplies and order as necessary
    • Responsible for overall cleanliness and organization of office kitchens. Ensure proper maintenance of kitchen equipment and disposal of trash
Meetings & events:
  • Support planning and execution of office events
    • Assist with affiliation events, including annual holiday party, offsite meetings, leadership hosted dinners, cohort events, community service projects and events, office celebrations, etc.
  • Manage catering needs
    • Manage food orders from outside caterers
    • Work with meeting organizers to develop menus for office lunches and internal meetings, receive and set-up meals in conference rooms, clean up after meals and events
    • Assist internal staff in planning meals or breaks for case team meetings, training programs and in-house recruiting functions
    • Manage catering budgets; forward all bills from caterers to accounts payable for processing; highlight potential savings/overspend
    • Research catering companies/restaurants for quality of food, prompt delivery, cost, variety, etc
    • Provide outstanding service. Seek feedback from staff on food quality
  • Coordinate conference room reservations
    • Coordinate with meeting organizers and to ensure all meeting needs are met, including catering, furniture arrangement and other set-up needs
YOU BRING (EXPERIENCE & QUALIFICATIONS)
  • 1-2 years in an office, hospitality, 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
  • Computer literacy required with strong knowledge of Outlook, Microsoft Word, Excel, PowerPoint

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 environment
  • Sweats the small stuff – strong attention to detail and accuracy, particularly when under pressure
  • 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
  • Relationship-oriented – extremely people focused with a certain 'joie de vivre' and the ability to develop effective working relationships with the Consulting Team, clients, and the wider Business Services Team (BST)
  • Good judgment – highly professional and diplomatic (dealing with consultants who can be very demanding at times can be a challenge, but a challenge you're up for), knows when to ask for help or advice, is perceptive and practical
  • Trustworthy -- discreet (you will be privy to confidential information)
  • Team player – proactively seeks opportunities to help others, will go above and beyond to get the job done
RSRBCG
YOU'LL WORK WITH
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.