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Senior Administrative Associate

1 week ago

Auckland, Auckland, New Zealand Boston Consulting Group (BCG) Full time

About Boston Consulting Group (BCG)

At BCG, we work with businesses and societies to address their biggest challenges and unlock their greatest opportunities. Since our inception in 1963, we've helped clients undergo profound transformations, sparking complex change, driving growth, and creating lasting value.

We bring together diverse, globally distributed teams that combine deep industry knowledge and technical expertise with diverse perspectives. We deliver innovative solutions through cutting-edge management consulting, combined with technology and design, corporate and digital ventures, and business purpose.

The Role

The Executive Assistant & Office Experience Coordinator plays a pivotal role in supporting senior consulting leaders while ensuring seamless office operations. This includes managing reception, meeting spaces, facilities, and logistics.

  • Provide high-level executive support to senior consulting leaders, handling complex calendars, scheduling, and priority setting across multiple time zones.
  • Arrange detailed travel logistics, including flights, accommodations, visas, and itinerary management in accordance with company policy.
  • Coordinate internal and external meetings, ensuring smooth execution, including agenda preparation, materials, and venue arrangements.
  • Manage corporate expenses, including AMEX reconciliations, invoicing, expense tracking, and timesheet submissions.
  • Offer high-level administrative support to advance stakeholders' commercial agendas, demonstrating a thorough understanding of client and case requirements.
  • Act as a key liaison between senior leaders, case teams, and external stakeholders to facilitate efficient communication and logistical support.
  • Manage requirements and provide administrative support as directed by stakeholders.
  • Develop strong working relationships across the firm and with external clients to support seamless operations.

Client Services, Facilities Management & Office Experience

  • Deliver high-quality reception services, including greeting clients, managing inquiries, and overseeing front-of-house operations.
  • Ensure reception and client-facing areas are consistently maintained to a professional standard.
  • Oversee visitor management processes, including issuing and tracking security and access passes.
  • Serve as the primary liaison for Building Management and security teams regarding operational issues.
  • Log and manage maintenance requests for cleaning, repairs, and other operational needs to ensure a seamless workplace experience.
  • Maintain shared spaces such as kitchens, meeting rooms, and utility areas, ensuring they are clean, stocked, and functional.
  • Monitor and restock daily amenities, including food, beverages, and pantry supplies.
  • Respond promptly to inquiries and requests from the Client Services inbox.
  • Plan and execute office-related events, including setup, catering, and logistical support for both internal and client-facing functions.
  • Manage procurement and stock control of office supplies, corporate stationery, and pantry essentials.
  • Coordinate meeting room preparation according to booking requirements, including furniture arrangements, AV configuration, and catering.
  • Lead the organisation and execution of internal events such as team-building activities, milestone celebrations, and other initiatives to foster engagement and a positive workplace culture.
  • Actively support key office and employee engagement initiatives, promoting a welcoming and inclusive environment.

About You

  • You should have proven experience in providing comprehensive executive support to numerous stakeholders, including calendar management, travel coordination, and expense processing.
  • You should be proficient in Microsoft Office Suite (Outlook, PowerPoint, Excel, and Word).
  • You should possess exceptional organisational skills with a proven ability to manage priorities and meet tight deadlines effectively.
  • You should have strong communication and interpersonal abilities, marked by responsiveness, intuition, and high emotional intelligence.
  • You should be a proactive and enthusiastic team player who actively seeks opportunities to contribute and assist colleagues.
  • You should demonstrate expertise in relationship management, acting as a reliable point of contact for both internal and external stakeholders.
  • You should commit to delivering excellence in service, with a focus on attention to detail and quality.
  • You should be highly adaptable and flexible, thriving in dynamic and fast-paced environments with a positive and solution-oriented mindset.