Receptionist / Office Coordinator

About US

Egon Zehnder is the world’s preeminent executive search and leadership advisory firm, inspiring leaders to navigate complex questions with human answers. We help organizations get to the heart of their leadership challenges and offer honest feedback and insights to help leaders realize their true being and purpose.  We believe that together we can transform people, organizations and the world through leadership.

The Opportunity

The Receptionist/Office Coordinator is responsible for delivering exceptional customer service while coordinating the day-to-day facilities operations and maintaining an organized, best in class work environment. This role is highly visible and is often the first point of contact for clients, employees, and guests. The ideal candidate is a positive, polished, and articulate professional who is comfortable with ever-changing tasks and possesses a high level of flexibility. This individual represents the firm in a professional, friendly, and composed manner. Reliability as well as the ability to organize, plan ahead and manage stress and fast-paced activity with ease will be critical to the role.

In addition to the traditional office responsibilities, the Receptionist/Office Coordinator provides administrative support to the office and Executive Assistants.  As schedules are unpredictable, the Executive Assistants and Consultants will look to the person to think quickly and immediately determine logistics and contact needs.  We seek someone who thrives on problem solving and relishes the variety and unpredictability of juggling multiple projects and changing priorities with fast, efficient, and timely response and turnaround.

What You’ll Do

Office Coordination/Facilities

•          Manage the front of the office and welcome all visiting candidates, clients, employees and vendors; escort clients and candidates to conference room; offer beverages; validate parking if applicable.

•          Open and close reception and office common areas on a daily basis.

•          Manage daily office calendar – alerting the office of any visitors, scheduled meetings, individuals out of office, etc.

•          Receive, screen, and route all telephone calls that come through the main switchboard which may include cold calls and/or job seekers.

•          Retrieve main mailbox voicemail and main office e-mail.

•          Support and facilitate shipping and receiving of all incoming and outgoing packages, parcels, and communications.

•          Coordinate and laisse with vendors including caterers, snack and beverage vendors, building maintenance personnel, security personnel, etc.

•          Monitor staff birthdays and anniversaries.

•          Ensure that kitchen is kept clean and stocked during business hours including loading/unloading dishwashers and maintaining the cleanliness of the kitchen appliances.

•          Handle catering, set up and clean up for internal and external meetings.

•          Manage the videoconferencing and conference room needs for the office, including managing the schedule for VC/conference rooms and external facilities, planning and executing test calls, ensuring the VC is connected at time of meeting.

•          Ensure all conference rooms and common areas are in order during business hours and straighten up after each meeting

•          Maintain inventory of all office and kitchen supplies and ensure items are well stocked.

•          Order and maintain all EZ branded products for internal or marketing purposes.

•          Ensure seamless operation of office equipment as well as maintenance.

•          Point of contact for building and parking garages. This includes but not limited to security, maintenance requests/concerns, employee parking locations and validating any guest parking needs.

Administrative Support

Event Management

·         Provide administrative assistance to all locally hosted or sponsored events including but not limited to tracking invitee list within our internal system, sending and tracking invitations and responses, identifying and reserving/booking locations and vendors, document preparation/generation, and day-of on-site administrative support.

·         Serve as the liaison between the marketing team and the local office to ensure proper marketing materials and processes are being used.

·         Manage an internal database of preferred local vendors and locations for events

Database Management

•          Process and manage all education verifications for candidates.

•          Ensure EZ’s proprietary global database is up-to-date and accurate; including but not limited to all client/internal documents, client/candidate information, notes, emails, and appointments.

•          Diary booking management: phone calls/in-person meetings, interviews, and presentations.

•          Record entry and record updating.

•          Upload documents/content to Person Records, Assignment/Project Records, Event Records.

•          Generate various Client and Candidate documents.

Travel and Expenses

•          Utilize global travel tool to book complex and detailed travel plans, itineraries, and agendas for both Consultants and Candidates.

•          Assist with compiling documents for travel-related meetings.

•          Manage Consultant and office expense reports.

•          Process Candidate reimbursements.

Ad-hoc Administrative Assistance

•          Printing/Binding

•          Administrative support for various virtual and/or in-person events (holiday parties, staff offsites, client events, business development events, etc.)

•          Other administrative projects assigned by the Executive Assistant(s)

•          May assist with EA Coverage once trained

Requirements

What We’re Looking For

•          Bachelor’s degree preferred.

•          Demonstrated proficiency in Microsoft Suite (Outlook, Teams, Word, PowerPoint, Excel)

•          One year of experience in administrative function preferred, ideally within in a professional services firm.

•          Organized multi-tasker: able to manage multiple projects with set deadlines as time management, pattern recognition, prioritization, diligent attention to detail and judgment are critical in this role.

•          Resourceful problem solver: ability to work in ambiguous environments and comfortable with the unknown, as well as work well under pressure, solve problems.  

•          Self-starter: highly motivated, excellent work ethic and self-assured, not easily thrown, able to think on your feet and proactively seek ways to help colleagues and add value to the office.

•          Strong communicator: Exceptional interpersonal and communication skills (both oral and written). Ability to interact professionally with executive stakeholders and colleagues alike.

•          Natural collaborator: desire to help foster and preserve a company culture where all are welcome, included, and given the opportunity to succeed. Collaborative team player, with a track record of maximizing the team as well as individual performance. 

•          Culture Contributor: friendly, energetic, team player. Ability to add positive value to our office dynamic and company culture.

Benefits

What It’s Like to Work Here

We operate as one unified team with expertise across industries, functions and geographies. Our organization can be described as high performing and collaborative, combined with a caring and respectful culture. We are proud to have made connections and live our values through our Employee Resource Groups and DE&I initiatives:

-          B@EZ - Blacks at Egon Zehnder

-          LGBTQ+ at Egon Zehnder

-          HOLA – Hispanic / LatinX Organization for Leadership Advancement

We have been a values led Firm from the outset. Values have an aspirational aspect to them – they guide our behavior and remind us when we fall short. Our Firm operates under five Firm Values – One Firm, Clients First, Generosity, Spirit of Ownership, and Embrace Difference – each emphasize a different aspect of who we are (and want to be), and only together they help us balance what is right at any given situation.

Benefits

• 401k – company match and additional discretionary employer contribution
• Comprehensive Health Plan – medical, dental, vision, life insurance, long-term disability
• Employee Assistant program (EAP)
• Paid parental leave
• Personal Time Off – paid vacation, sick time, volunteer days
• Paid holidays including week off between Christmas and New Year’s

Our Offices

Since its founding in a Zurich townhouse in 1964, Egon Zehnder has grown to 67 offices in 37 countries. We have 2300 global employees and 450 US employees.

Our U.S. Offices include Atlanta, Boston, Chicago, Dallas, Houston, Los Angeles, Miami, New York, Palo Alto, San Francisco, Seattle and Washington D.C.

Egon Zehnder is committed to creating and fostering a culturally diverse, equitable and inclusive organization. We recognize the value in a wide range of ideas, perspectives, experiences and skillsets in our workplace. To learn more about Egon Zehnder’s continued commitment to diversity and inclusion, please visit: https://www.egonzehnder.com/diversity-initiatives.