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Office Experience and Events Specialist

2 months ago

Atlanta, United States Boston Consulting Group Full time
WHAT YOU'LL DO

We are looking for a hospitality & service oriented, team focused and driven individual who thrives in a fast-paced and challenging environment. Working closely with the Office Experience Sr. Manager, Office Experience Team and ATL office Senior Leaders, the Office Experience & Events Specialist will 1) support the smooth day-to-day operation and consistently high level of customer experience for the ATL office, and 2) oversee the strategy and delivery of affiliation events and staff engagement initiatives. This role is essential to the culture of the ATL office and is a high visibility role, working closely with ATL senior office leadership. The expectation is that this person is in-office five days a week, though there is some ability to work remotely sporadically.

YOU'RE GOOD AT
Key responsibilities of this role include:

Office Experience – about 40% of the job
  • Working with the Office Experience Sr. Manager and the Office Experience (OE) team to develop, implement, and project manage initiatives that improve the office experience for all staff. Proactively identifying opportunities; applying fresh and creative ideas.
  • Working in collaboration with the Office Experience Team to deliver a “5 star” experience for anyone who enters the ATL office; specifically, a smooth day-to-day operation and consistently high level of customer experience and support for the ATL office. This includes partnering with the OE team on food delivery / catering for relevant office meetings / events, snack selection & stocking and ensuring office has excellent coffee selection.
  • Working in collaboration with the Office Experience Team to coordinate in-office meetings, ensuring a high level of customer service and seamless logistical support for every detail including catering, room reservation, room set-up, coordination of AV needs with the IT Team
  • In partnership with OE team members, acting as point of contact for vendor relationships as required, including catering, equipment, supplies, maintenance, and other services and products.
  • Project managing, collaborating, and executing on special projects as needed.
  • Providing backup to the other members of the Office Experience Team as necessary, especially on days with multiple internal events.
Events – about 60% of the job
  • Contributing to staff affiliation, morale, and connection by working closely with the Office Experience Sr. Manager to strategically plan and execute office events (both internal and large external events)
  • Owning end to end internal ATL events – this means driving initial planning (site visits if needed), vendor contracting, managing guest lists, creating communications and day-of executing, all done in close concert with ATL office senior leadership. Examples of internal events include office-wide happy hours, New Hire welcome parties, cohort specific events (e.g., senior leader outings), in office events (e.g., leadership breakfasts), All Staffs, recruiting events and several other events within the ATL office. Note some internal events may be hosted offsite (e.g., happy hour at a restaurant).
  • Closely partnering with the Office Experience Sr. Manager to help with day of execution, administrative tasks and logistics planning of large external events in ATL such as annual holiday party, offsites, family days, talent shows, community service days, as well as other external events.
  • Responsible for ATL Alumni program
  • Partnering with the NAMR DEI team and ATL DEI nodes to plan and execute local event programming for affiliation networks (e.g., helping Women@BCG diversity network plan for women’s month)
  • Driving event marketing & communication plans, generating engagement, promoting attendance, preparing guest lists and invitations, sending confirmations, tracking RSVPs
  • Coordinating office-wide events calendar and communications plan
  • Creating event budgets and expenses with high level of detail and accountability
  • Researching and developing relationships with all types of event vendors, including caterers, venues, entertainment and more. Conducting site visits, negotiating preferred pricing, conducting preliminary contract reviews
  • Measuring staff engagement and event success through surveys, focus groups and other methods


Anticipating customer needs and having exceptional attention to detail

  • Envisioning and creating experience that engage and excite

  • 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 using excel

  • Clearly laying your thinking in a format that is easily digestible (e.g., PowerPoint)

  • Working through ambiguous situations

  • 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 2 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

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.
ADDITIONAL INFORMATION
This role currently requires 5 days a week in office presence. This in-office plan allows for critically important learning, collaboration and networking with our colleagues.

This role can be hired as a Senior Specialist based on the candidate qualifications and experience