WHAT YOU'LL DO
The Office Experience and Events Assistant supports the Office Experience, Concierge and Events function of the Philadelphia office. We are seeking a hospitality and service oriented, team focused and driven individual who thrives in a fast-paced and challenging environment. Working under the direction of the Operations Director, the Office Experience and Events Assistant will:
1) support the day-to-day office operations for the Philadelphia office
2) support the planning and delivery of staff affiliation and engagement initiatives.
This role is essential to the culture of the Philadelphia office and is a high visibility role, working closely with senior office leadership. The expectation is that this person is in the office five days a week, though there is some ability to work remotely occasionally.
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Key Office Experience and Concierge responsibilities of this role include:
Work with the Operations Director and the Office Experience (OE) team to support initiatives that improve the office experience for all staff and visitor
Work in collaboration with the OE team to deliver a high-level of service for anyone who enters the Philadelphia office. This service includes handling:
office and conference room reservations
adding visitors into the building's security portal
issuing and auditing employee and visitor access badge
planning and ordering catering, snacks, beverages, and supplies
meeting and events planning and support
stocking supplies and helping to maintain the cleanliness of the office
Work in collaboration with the Administrative Services and OE teams to coordinate and support large-scale in-office meetings, ensure the delivery of seamless logistical support including AV coordination with the IT team
In partnership with the OE team, act as a point of contact for vendor relationships as required including catering, equipment, supplies, maintenance, security, events, and other services
In partnership with the OE team, liaise with building management to ensure a high-level of janitorial and security services in the office, coordinate general maintenance and repair
Provide support on special projects as assigned
Provide backup support to other members of the OE team as needed
Key Events responsibilities of this role include:
Work with the Operations Director and OE team to help with end-to-end planning and support of onsite and offsite Office events
Work with DEI and Cohort nodes to support programming for their respective affiliation networks
Help to drive and manage marketing and communications for events, tracking RSVPs, etc
Help manage office calendar of events and key meetings
Assist in tracking event budgets and expenses with a high-level of detail and accountability
Research and develop relationships with all types of event vendors, including caterers, venues, entertainment and more. Assist with conducting site visits and preliminary contract reviews
YOU'RE GOOD AT
Must be able to perform successfully in a fast-paced, intellectually intense, service-oriented environment and to interpret rules and guidelines flexibly to enhance the business and in keeping with BCG's values and culture.
Handles challenging situations with poise, understanding, and tact, and displays a high degree of professionalism.
Experience working successfully within a complex matrix structured organization is essential.
Displays service-oriented mentality and responds to customer needs with a sense of urgency.
Highly responsive, flexible, team player and able to display confidence in handling phone calls.
Consistent, dependable and accurate in completing responsibilities/tasks.
Excellent organization and time management skills with ability to manage competing priorities effectively.
Meticulous attention to detail and accuracy.
Excellent written and verbal communication skills.
Organizational skills and the ability to handle competing priorities.
Demonstrates maturity, poise, diplomacy and tact in a situation. Conveys a positive personal and professional image.
Works cooperatively with other team members, displaying a high level of motivation and enthusiasm for tasks.
Strong interpersonal and communication skills to develop effective working relationships with BCG staff and clients.
Ability to respect all BCG and client information as personal and confidential.
Possesses a high degree of professional appearance and demeanor.
Displays high standards of professional behavior and ethical standards.
Displays patience and an ability to impart knowledge and processes clearly.
Is a team player and strives to go above and beyond in order to get the job done.
Strong intellectual curiosity - a creative thinker and interested in the big picture.
Must be flexible and able to perform successfully in a fast-paced environment.
Please note that this position is not restricted solely to the responsibilities listed above and that the job scope and responsibilities are subject to change.
YOU BRING (EXPERIENCE & QUALIFICATIONS)
Bachelor's degree preferred.
Minimum 3-5 years of administrative support, or customer service experience, in a fast-paced environment.
Proficient computer skills: Using the Microsoft Office Suite with advanced computer skills willingness to learn new systems is relevant to the needs of the operation.
Hospitality experience preferred. If no direct experience, an importance towards and demonstration of anticipating needs and providing efficient and flawless service.
Ability to lift/move objects up to 35 pounds.
* Flexibility to work overtime as needed, especially when supporting key events and meetings.
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.
BCG pioneered strategy consulting more than 50 years ago, and we continue to innovate and redefine the industry. We offer multiple career paths for the world's best talent to have a real impact on business and society. As part of our team, you will benefit from the breadth and diversity of what we are doing today and where we are headed next. We count on your authenticity, exceptional work, and strong integrity. In return we are committed to supporting you in discovering the most fulfilling career journey possible-and unlocking your potential to advance the world.