Boston Consulting Group is Looking for Business Services Coordinator: Engagement and Affiliation New Delhi, DL, Boston Consulting Group Full Time

Description

WHAT YOU’LL DO

The candidate in this role will play a key role in the Global Services Operations team, providing support to the Office Manager, GS India. You will support the day-to-day functioning of office activities and handle overall event management. The position is a dynamic role and as such moves fluidly between these various areas of responsibility and requires a high level of flexibility and agility to meet the ever-changing needs and demands. It further gives one the opportunity to connect with stakeholders at all levels and thus requires the candidate to be sharp, articulate, and service oriented. We are looking for an enthusiastic, energy driven problem solver who can apply his/her skills and constantly improve processes and systems, providing support across various GS sub-functions.

Optimizing the delivery of our services is the key to delighting our internal customers. The expectations are managed with Accuracy/TAT on Project timelines/liaise with stake holders (GS sub-functions) on a regular basis. The role will require interactions across business units of BCG to ensure seamless delivery of admin services.

The individual will be the brand custodian, reflecting the values in engaging and enhancing the knowledge and skills in the Firm. The Office Operations coordinator will be a member of the Global Services (GS) Operations Team and will be based in our Delhi office. The office operations team is responsible for providing 24 hrs. x 7 days support to the office.

Key role & responsibilities

• Work with the team to organize, plan and coordinate events across a range of areas, including:
• General office affiliation events, team building, cultural activities, etc.
• Specific initiative and committee events, such as Community Service Day, DE&I and Women Initiative, Networking events, Wellness Day
• Knowledge-sharing events, including Annual Conferences, Staff Meetings, Townhalls and training
• Local recruiting events and summer social events
• Office integration efforts, such as class and cohort social events and Friday evening events
• Annual office-wide retreats (family or teambuilding)
• Preparing monthly / quarterly newsletter for GSD location
• Working with global stakeholders on GS worldwide initiatives like a quarterly newsletter
• Managing GSD annual communication calendar in consultation with senior members of the GS Ops team
• Working with the Business Services Lead on building the GS brand internally and externally such as via the Graduate program, Pride initiatives etc..
• Preparing annual events and communication calendar under the supervision of office manager
• Assist team in defining the event schedule, content and ensure successful delivery
• Working with Office Leader and Manager to drive all staff event communication
• Preparing event surveys to gather staff feedback on every event
• Reconcile all event(s) expenses on a quarterly basis with the finance team
• Partnering with stakeholders to conduct detailed venue & vendor assessment. Preforming staff safety and security assessment at the venue in consultation with the office manager
• Vendor management: Establish relationships with vendors, negotiate contracts to meet approved budget, compile estimated cost models, select sites, and execute required logistics.
• Keep detailed and systematic records of each event so that execution can be replicated annually or easily turned over to others in future
• Ensuring all statutory requirements including permissions and contracts are in place for entertainment, activities, venues etc. for all events
• Engaging with various events management companies to prepare event(s) estimates and recommendations in supervision of office manager and procurement team
• Managing flight and hotel reservations whenever it is required for the event
• Perform other related duties as assigned or required
• Responsible for maintaining internal trackers, Monthly MIS, Dashboard etc

YOU’RE GOOD AT

• Communications: strong in both written and verbal communications; you need to be able to effectively tailor your communications depending on stakeholders involved and situations
• Organization & time management skills: can handle multiple, fragmented tasks and prioritize them under tight time frame
• Interpersonal skills: can build external and internal working relationships and quickly gain trust of your key stakeholders
• Customer-oriented mindset: understand and respond to customers’ needs with a sense of urgency
• Attention to details and project management skills: meticulous and reliable, with high degree of flexibility and ability to work under fast-pace environment; able to translate complex issues into effective work plan
• Maturity & independence: able to work independently and effectively in a virtual team environment, partnering across functions, geographies, cultures, and staff levels within and beyond BCG
• Team player: highly motivated, energetic, resourceful

YOU BRING (EXPERIENCE & QUALIFICATIONS)

• A graduation degree
• Previous experience in managing event and facilities (minimum 5 years)
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Excellent oral and written English language communication skills
• Strong attention to detail & strong service mindset, good business judgement
• Collaborating effectively in a virtual environment, at same time demonstrating ownership
• Should demonstrate highest level of integrity
• Having prior experience/ knowledge on managing events digitally and in person
• Technical and functional expertise
  • Familiarity with latest office equipment and its functioning. Should be up to speed with what the market offers
  • Experience handling medium size team of contractual staff, security personnel and visiting technicians from vendor location
  • Attention to detail in composing, typing and proof-reading material
  • Demonstrates accuracy and thoroughness – monitors own work to ensure quality
• Problem solving, analytical skills and decision making
  • Identifies and resolves problems in a timely manner and gathers and analyzes information skillfully
  • Ability to analyze and present data in concise, clear, and meaningful manner
  • Ability to work independently, to take initiative and to overcome obstacles
  • Have an eye for detail for facilities management (Hygiene, Object Orientation and Behavioral Skills) to support the Office Operations Team
• Communication, interpersonal and teaming skills
  • Excellent verbal and written communication skills in the English language. Knowledge of local language(s) an asset
  • Has a high level of interpersonal skills to handle sensitive and confidential situations and documentation in a professional manner
  • Open to other’s ideas and exhibits willingness to try new things
• Work management, organization, and planning
  • Excellent organizational skills with the ability to establish priorities and meet deadlines in a fast-paced environment
  • Ability to successfully manage competing priorities, multitask, keeping constant sight of the overall objectives
  • High degree of flexibility in a fast-paced environment
• Customer and business focus
  • Ability to handle difficult situations with poise, understanding and tact
  • Project self-confidence, autonomy, and enthusiasm
• Values and ethics
  • Proven ability to recognize and maintain highest levels of confidentiality
  • Ability to maintain poise and professionalism in all types of situations
  • Demonstrates respect for all individuals at all times
  • Adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events
• Work Environment
  • Must be able to perform successfully in a fast-paced, intellectually intense, service-oriented environment and to interpret rules and guidelines flexibly to enhance the business and in keeping with BCG’s values and culture.
  • Experience working successfully within a complex matrix structured organization is essential.
  • It is necessary to have the ability to understand and manage complex reporting relationships and incorporate multiple stakeholder expectations and cultures.
  • Must be willing to put in extra hours if required during periods of high demand, project completion, meeting of deadline.

YOU’LL WORK WITH

Our business management and operations team members work to ensure that BCG is running smoothly, efficiently, and productively. We are made up of executive and administrative (or case team) assistants, visual service artists, receptionists, facilities staff, and the team leaders and office coordinators who manage these operations and business management jobs.”Diversity, Equity and Inclusion is a core BCG value, and we strive for a diverse and inclusive workplace where everyone has equal opportunities to flourish and progress in their career.