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Office Experience and Events Senior Specialist

3 months ago

Philadelphia, Pennsylvania, United States Boston Consulting Group Full time
WHAT YOU'LL DO
We are looking for a dynamic and driven, team-centric individual who thrives in a fast-paced and challenging environment. Working closely with the Operations Director and Office Experience Team, the Office Experience & Engagement Senior Specialist will 1) support the smooth day-to-day operation and consistently high level of customer experience for the Philadelphia office, and 2) oversee the strategy and delivery of affiliation and engagement events, office meetings, and office initiatives. This role is essential to the culture of the Philadelphia office, and is based in-office Monday through Friday.

Key responsibilities of this role include:
  • Coordinate and execute a comprehensive annual engagement and events plan that fosters inclusion and sense of belonging, creates strong office culture, builds connections, and brings joy to the entire office community
  • Plan and execute onsite and offsite marquee events end-to-end, including:
    • Venue and Vendor sourcing
    • Conduct preliminary contract reviews
    • Manage marketing and related communications for events
    • Create and manage event invitations, event RSVPs, post-event surveys, etc.
    • Manage events to budget, and ensure timely and accurate reporting of event spend
  • Drive staff affiliation and connection by planning and executing creative office events, including the annual holiday party, summer weekend, offsite staff events, partner-hosted dinners, cohort events, happy hours, community service projects, etc.
  • Act as liaison for office DEI network and cohort groups, solicit event and engagement ideas from respective nodes and help shape event planning efforts
  • Engage with cohort council, office leadership, and staff to measure effectiveness of office engagement efforts
  • Develop and maintain office-wide events calendar
  • Partner with office leadership to support office engagement efforts which promote a greater sense of community including, but not limited to, monthly all-staff meetings, DEI network and Cohort meetings/trainings/affiliation, marquee client events, social impact events and projects, in-house celebrations, etc.
  • Identify a diverse set of vendors to partner with on office and event related needs
  • Partner with broader Office Experience team to lead support for client hosted meetings, key internal meetings and trainings; liaise with IT to provide A/V meeting support, liaise with caterers and other vendors as needed to support key meetings
  • Team with broader Office Experience team to ensure that Concierge and Office Experience operations, including office catering, managing vendors, etc., are delivered timely, accurately and seamlessly
  • Liaise with building/property management, including oversight of general maintenance and repairs, janitorial, security, and landlord relationships
  • Serve on office's Incident Response Team; participate in regular reviews of safety and security plans and related preparations
  • Support Office Leadership on space utilization and office design projects
Other duties and projects as assigned by the Operations Director and Office
YOU'RE GOOD AT
  • Anticipating customer needs and having exceptional attention to detail
  • Juggling competing priorities, keeping constant sight of the overall objectives
  • Generating excitement and enthusiasm among your peers and co-workers
  • Estimating and managing budgets, tracking expenses
  • Collaborating across functions throughout the office
  • Thinking creatively and displaying an interest in the bigger picture
  • Demonstrating a client service mentality that drives your behavior
  • Using good judgment with problem solving; handling difficult situations with poise, understanding and tact, and understanding when to consult others or senior leadership for complex or nuanced decisions
YOU BRING (EXPERIENCE & QUALIFICATIONS)
  • A bachelor's degree with a minimum of 5 years' experience in a fast-paced environment, ideally within a professional services context
  • Demonstrated ability to motivate individuals and teams to produce desired outcomes within tight timeframes. Proven initiative and follow-up skills, including a strong sense of autonomy
  • Strong change and project management skills. You have clear systems and composure to deal with multiple tasks at once. You have excellent organization skills and a strong attention to detail
  • Excellent communication, analytical, and stakeholder engagement skills
  • Strong Word, Excel, PowerPoint, Slack, OneNote, Trello and other collaboration tools
YOU'LL WORK WITH
You will be a member of the Philadelphia Office Experience and Events Team. You will work closely with the PHI Operations Director, PHI Business Management Leader, the PHI Office Leadership Team, PHI BST leaders, and the broader PHI staff.