Receptionist / Office Coordinator

Egon Zehnder • Palo Alto, CA

18h • $65,000 - $75,000

About The Position

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 managing 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 additional to the traditional office responsibilities, the Receptionist/Office Coordinator provides administrative support to the office and Executive Assistants. 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.

Requirements

• Bachelor’s degree preferred.
• Two years of experience in administrative function preferred, ideally within in a professional services firm.
• Demonstrated proficiency in Microsoft Suite (Outlook, Teams, Word, PowerPoint, Excel)
• 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.
• 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.

Responsibilities

• Ensure office operates smoothly and efficiently, maintain oversight of office facilities and operations.
• Serve as building’s point of contact and ensure seamless operation of office equipment as well as maintenance.
• 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. Open and close reception and office common areas on a daily basis.
• Regularly acts as a go-to resource for in-office colleagues regarding office needs
• Coordinate and laisse with vendors including caterers, snack and beverage vendors, building maintenance personnel, security personnel, etc.
• Manage office expenses and invoices.
• Manage daily office calendar, alerting the office of any visitors, scheduled meetings, individuals out of office, etc.
• Receive, screen, and route all telephone calls which may include cold calls and/or job seekers, retrieve main mailbox voicemail and main office e-mail, and support and facilitate shipping and receiving of all incoming and outgoing packages, parcels, and communications.
• Maintain inventory of all office and kitchen supplies and ensure items are well stocked. 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 including straightening up after each meeting, handling catering, including set up and clean up, managing videoconferencing and conference room needs for the office, including planning and executing test calls and ensuring conference room technology is working properly.
• Manage the Education Verification process for the local office, ensuring requests are handled in a timely manner with thorough communication.
• Monitor staff birthdays and anniversaries.
• Provide administrative assistance to all locally hosted or sponsored events including but not limited to building invitee list, sending and tracking invitations and responses, identifying and reserving/booking locations and vendors, document preparation/generation, day-of administrative support.
• Serve as the liaison between the marketing team and the local office to ensure proper marketing materials and processes are used.
• Manage an internal database of preferred local vendors and locations for events.
• Database management: ensure that global database is up-to-date and accurate; including but not limited to interview/presentation dates, client/internal documents, client/candidate information, notes, and emails.
• Assist with travel and expenses, including but not limited to management of consultant expense reports, processing candidate reimbursements, and assisting with booking travel.
• 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.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level