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