Office Operations Assistant

WHAT YOU'LL DO

Are you someone from a retail/hospitality background looking to gain office experience? We are looking for an Office Assistant.

Please note that at BCG, this role is titled Enterprise Services Office Experience Assistant and would suit someone with retail/hospitality)

(Please note that is is an in person role and is required to be in the office 5 days a week and there is a good amount of manual lifting and handling required!)

As a key member of the Office Experience team, you will play a pivotal role in ensuring a welcoming and efficient environment for both staff and visitors. Your primary focus will be to enhance the overall experience of the office while collaborating closely with other members of the Office Services Team.

This dynamic position seeks a proactive, detail-oriented individual who excels in a team environment and is committed to fostering a positive and engaging workplace atmosphere.

Together, we will drive daily office operations, ensuring a smooth, efficient, and exceptional workplace experience.

YOU ARE GOOD AT

Hands on Logistics:

• Support in setup and breakdown of meeting rooms and moving office furniture
• Collecting deliveries and preparing catering for large events
• Heavy lifting of delivered office supplies and snacks
• Assist with front-of-house duties including covering reception during breaks, greeting guests and ensuring meeting spaces are fully stocked and presentable (e.g., working pens, stationery, signage)

Maintaining overall appearance of the office:

• Proactively checking conference rooms, communal areas, offices, and workstations often throughout the day to ensure that work areas are clean, and supplies are fully stocked
• Monitoring housekeeping for both individual and common spaces
• Checking all printers to make sure they are operating and organized, disposing of any confidential material in a timely manner
• Acting as a resource during office repairs, liaising with office services team, building & vendors as necessary

Front of House/Reception Support

• Proactively greeting & supporting staff & guests while in the London Canary Wharf office
• Teaming with reception to reserve & track available shared space
• Being a key resource for our staff & guests, including:
• Providing directions & tips for in the office and greater London area
• Implementing concierge service – including catering and meeting support

Supporting office engagement

• Suggest and solicit creative ideas to keep our engagement & events fresh and motivating
• Assist with affiliation events, including annual holiday party, summer event, offsite meetings and events, internal "celebrations" events, etc.
• Providing logistics support during office events and manage on-site vendors
• Provide support to others planning events (e.g. Cohorts, DEI, Social Committee, etc.)
• Act as on-site facilitator for event attendees during office happy hours and client meetings
• Partner with Office Service and Engagement Lead on data analysis and management projects monthly
• Partner with Office Service and Engagement Lead to continuously update office documents
• Coordinate event communication – prepare guest lists and invitations, send confirmations, and track RSVPs
• Assist with budget estimates and options to ensure events remain within budget guidelines

Catering coordination:

• Ordering catering and setting up food and beverages for numerous office meetings and events
• Track catering budgets and invoices
• Researching and developing relationships with local caterers

Office supplies:

• Ordering supplies and ensuring appropriate supplies are stocked and organized in shared workspaces

Kitchen coordination:

• Maintaining office kitchens, including proactively replenishing all kitchen supplies, food/drinks, etc.
• Heavy lifting required which can include large cases of food and drinks; able to use a step ladder
• Responsible for overall cleanliness and organisation of office kitchens during the day, ensuring proper maintenance of kitchen equipment and disposal of trash

Conference room coordination:

• Responsible for overall cleanliness of conference rooms and ensuring they have adequate supplies
• Coordinating with meeting organisers & office services team to ensure all meeting needs are met, including catering, furniture arrangement, IT and other room set-up
• Good working knowledge of our conference room/meeting technology to support basic IT needs along with ability to troubleshoot common user issues

Teaming:

• Daily coverage of Reception during lunch, receptionist vacation, and ad hoc breaks
• Providing backup to the other members of the Office Services team as necessary, especially on days with multiple internal events or when other team members are out of office
• Process and submit expenses monthly
• Handle ad hoc tasks and projects as needed

In-Office Communication

• Manage and update staff communications via Slack, email, and office signage
• Develop clear and engaging messaging for in-office updates, event announcements, and policy changes
• Monitor feedback channels and ensure consistent communication flow across teams

Employee Onboarding

• Draft and send welcome emails, ensuring smooth communication throughout the onboarding process
• Coordinate and manage onboarding week schedules, including setting up introductory meetings and training sessions
• Collaborate with external line management teams to ensure seamless integration and role-specific onboarding
• Oversee new hire workspace setup and provide necessary tools and access

WHAT YOU'LL BRING

• A minimum of 3 years of experience in a professional services environment, with a preference for backgrounds in hospitality or events management.
• Proficiency with Microsoft Office applications
• Organization, responsiveness, and ability to handle challenges with composure and tact
• Excellent written and oral communication skills and interpersonal skills
• A flexible and collaborative team player with a strong customer service mindset
• Ability to work effectively in a challenging, fast paced and dynamic environment
• Strong attention to detail
• Ability to perform successfully in a fast-paced, intellectually stimulating and service-focused environment
• Demonstrated strong organizational, interpersonal and teaming skills with capacity to build consensus effectively
• Ability to navigate and work effectively in a global, multicultural setting with individuals across all organizational levels.
• Commitment to interpreting rules and guidelines to enhance the business while upholding organizational values and culture.

WHO WE ARE

Boston Consulting Group partners with leaders in business and society to tackle their most important challenges and capture their greatest opportunities. BCG was the pioneer in business strategy when it was founded in 1963. Today, we help clients with total transformation-inspiring complex change, enabling organizations to grow, building competitive advantage, and driving bottom-line impact.

To succeed, organizations must blend digital and human capabilities. Our diverse, global teams bring deep industry and functional expertise and a range of perspectives to spark change. BCG delivers solutions through leading-edge management consulting along with technology and design, corporate and digital ventures—and business purpose. We work in a uniquely collaborative model across the firm and throughout all levels of the client organization, generating results that allow our clients to thrive.