Receptionist/Office Coordinator Jobs

Position Summary

The Receptionist/Office Coordinator position is for a polished and articulate professional who is comfortable with ever-changing tasks and possesses a high level of flexibility. As important is a highly skilled knowledge of service etiquette with a ‘can do’ attitude. 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.

Reporting to the Office Administrator, the Receptionist/Office Coordinator is more than a person who manages incoming phone coverage and visitors, they provide administrative support to the office and Executive Assistants. As schedules are unpredictable, the Executive Assistants and Consultants will look to the Receptionist 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. There is a fair degree of contact with our other North American and Global offices. Experience in dealing with foreign colleagues, visitors, issues of international correspondence, and time zone differences will be helpful. Overall, this person must be well organized and extremely ‘Client and Candidate’ focused. Must also be cheerful, friendly, easy going and take direction well. Requests for support will come from many co-workers, therefore the qualified Candidate must be able to take and accept direction from many people in addition to the Office Administrator when changes need to be made in the best interests of the office.

While our office operates on a hybrid schedule for most employees, this position keeps our office running smoothly every day and five days per week in office is needed.

Essential Duties and Responsibilities

Routine Tasks

• Ensure seamless operation of office equipment as well as maintenance. (fax machines, postage meters, personal printers, copiers)
• Manage daily office calendar - alerting the office of any visitors, scheduled meetings, individuals out of office, etc.
• Open and close reception and office common areas on a daily basis
• Handle all incoming and outgoing mail, faxes, and packages
• Manage the videoconferencing needs for the office, including managing the schedule for VC rooms and external facilities, planning and executing test calls, ensuring the VC is connected at time of meeting, and working with IT or VC vendors to troubleshoot any technical difficulties
• Inventory all office and kitchen supplies including food and beverages and ensure they are well stocked
• Point of contact for building
• Monitor staff birthdays and anniversaries
• Distribution of daily newspapers for office
• Receive, screen and route all telephone calls that come through the Main Switchboard which may include cold calls and/or job seekers
• Ensure that kitchen is kept clean and stocked during business hours including unloading dishwashers and maintaining the cleanliness of the kitchen appliances
• Ensure all conference rooms and common areas are in order during business hours and straighten up after each meeting
• Manage the front of the office and receive and welcome all visiting candidates, clients and vendors; escort clients and candidates to conference room; offer beverages; validate parking if applicable
• Retrieve main mailbox voicemail and main office e-mail
• Handle catering, set up and clean up for internal and external meetings

Administrative Support/Special Projects

• Provide administrative support to the office including assisting with data entry, document generation, expense reports, travel, and other ad hoc administrative items.
• Available to the Executive Assistants for production work overflow as assigned by the Office Administrator
• Assist the Executive Assistant team with Education Verifications for Candidates
• Assist Consultants, Executive Assistants and Research with special projects as needed
• Assist the Office Administrator with the office and Candidate AMEX reconciliation and expense reports, research and planning of local staff events, office facilities (vendor contracts, landlord/tenant relations, security, procurement, etc.), and other projects as assigned by the Office Administrator

Requirements:

Minimum Qualifications

• Demonstrated proficiency in Microsoft Suite (Outlook, Teams, Word, PowerPoint, Excel)
• Self-motivated; able to work effectively independently.
• Demonstrated organizational skills and basic commercial business intelligence are essential.
• Exceptional interpersonal and communication skills (both oral and written). Ability to interact professionally with executive stakeholders and colleagues alike.
• 1-3 years of experience in an office or professional setting.
• Demonstrated ability to effectively manage competing priorities or deadlines on a regular basis.

Preferred Qualifications

• Prior experience navigating a highly matrixed organization with numerous stakeholders.
• Prior experience working within a professional services firm or similar environment is preferred.
• Collaborative; critical thinker with an affinity for learning and self-improvement.

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.

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

- AZN – Asian American, South Asian or Pacific Islander at Egon Zehnder

- EZLiving - Healthy Lifestyle

- Families at Egon Zehnder

Benefits

• Personal Time Off – paid vacation, sick time, volunteer days
• Paid holidays including week off between Christmas and New Year’s
• 401k – company match and additional discretionary employer contribution
• Paid parental leave
• Comprehensive Health Plan – medical, dental, vision, life insurance, long-term disability
• Salary Range: $60-70k annually with overtime and discretionary bonus eligibility
• Employee Assistant program (EAP)

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.