Executive Office Coordinator

4 days ago

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

About Boston Consulting Group (BCG)

At BCG, we partner with leaders in business and society to tackle their most important challenges and capture their greatest opportunities. Since our founding in 1963, we have helped clients achieve total transformation, inspiring complex change, enabling organisations to grow, building competitive advantage, and driving bottom-line impact.

Our diverse, global teams bring deep industry and functional expertise and a range of perspectives to spark change. We deliver solutions through leading-edge management consulting along with technology and design, corporate and digital ventures—and business purpose.

The Role

The Executive Assistant & Office Experience Coordinator is a multifaceted role, primarily focused on providing high-level executive support to multiple senior consulting leaders. As part of this role, you will be responsible for ensuring the seamless operations of the office by managing reception, meeting spaces, facilities, and logistics.

  • You will provide proactive, high-level executive support to senior consulting leaders, managing complex calendars, scheduling, and prioritising commitments across multiple time zones.
  • You will arrange detailed travel logistics, including flights, accommodation, visas, and itinerary management in compliance with company policy.
  • You will coordinate internal and external meetings, ensuring smooth execution, including agenda preparation, materials, and venue arrangements.
  • You will manage corporate expenses, including AMEX reconciliations, invoicing, expense tracking, and timesheet submissions.
  • You will provide high-level administrative support to advance stakeholders' commercial agenda, demonstrating a clear understanding of client and case requirements.
  • You will act as a key liaison between senior leaders, case teams, and external stakeholders to facilitate efficient communication and logistical support.
  • You will manage requirements and provide administrative support as directed by stakeholders.
  • You will develop strong working relationships across the firm and with external clients to support seamless operations.

Client Services, Facilities Management & Office Experience

  • You will deliver high-quality reception services, including greeting clients, managing inquiries, and overseeing front-of-house operations.
  • You will ensure reception and client-facing areas are consistently maintained to a professional standard.
  • You will oversee visitor management processes, including issuing and tracking security and access passes.
  • You will serve as the primary liaison for Building Management and security teams regarding operational issues.
  • You will log and manage maintenance requests for cleaning, repairs, and other operational needs to ensure a seamless workplace experience.
  • You will maintain shared spaces such as kitchens, meeting rooms, and utility areas, ensuring they are clean, stocked, and functional.
  • You will monitor and restock daily amenities, including food, beverages, and pantry supplies.
  • You will respond promptly to inquiries and requests from the Client Services inbox.
  • You will plan and execute office-related events, including setup, catering, and logistical support for both internal and client-facing functions.
  • You will manage procurement and stock control of office supplies, corporate stationery, and pantry essentials.
  • You will coordinate meeting room preparation according to booking requirements, including furniture arrangements, AV configuration, and catering.
  • You will 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.
  • You will 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.

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