In 2024 a new BCG hub will open in Lisbon. The hub will be a dynamic and collaborative environment bringing together a diverse range of Business Services Teams serving our BCG colleagues across the region and beyond.
As an executive assistant, you will provide comprehensive, timely, and accurate administrative support to experienced Senior Leaders across EMESA from our Global Services hub in Lisbon. On occasion, you may support one or more people and provide broader team support. You are required to collaborate with all relevant parties to deliver seamless service to your stakeholders and case teams, ensuring we are seen as "one team".
As a part of your role, you are expected to grow throughout your careers, building and improving your skills to match the evolving needs of BCG and our clients. With time, an Assistant will think beyond administrative tasks to gain a deeper and more proactive ownership of responsibilities.
EAs are an essential part of the office and BCG fabric. EAs actively participate in office life, are flexible and willing to help fellow team members, and collaborate across functions.
YOU'RE GOOD AT Providing Administrative support
Managing multiple calendars with an understanding of business priorities to offer alternatives, tradeoffs, and consideration of the most efficient use of senior leadership staff's time
Processing timesheets and expenses (for the senior leadership) on a timely basis; reconciling monthly corporate card charges
Providing general administrative support to GSB senior leadership staff: typing, telephone support, mail, copying, faxing, filing, calendar functions, voice mail, and e-mail distribution lists, etc.
Answering and routing phone calls, greeting and directing guests, handling incoming deliveries and outgoing packages
Providing general administrative support including but not limited to: full range of Word, basic Production and lite Excel, reception management, mail, copying, faxing, agenda management
Organizing and maintaining electronic and/or hard copy filing systems specific to time sheets, and expense reports
Coordinating all mail services, including receiving, sorting, and distributing mail and faxes, preparing daily UPS packages, etc. as requested
Managing Travel: Anticipating and coordinating point-to-point travel needs for senior leadership staff including but not limited to the following: directions, commuting time and ground transportation, passport and visa processing, etc.
Coordinating point-to-point domestic and international travel needs of the team (car, flight, hotel, etc.)
Supporting GSB teams, internal committees, and practice area activities, and information requests
Acting as thought partner and trusted advisor
Maintaining highest levels of internal and external confidentiality
Ensuring the leadership knows what they need to know
Guiding leadership toward making right decisions about use of time
Looping in all relevant parties as needed
Developing support network to leverage information flow and scheduling
Managing Events/Meetings: Providing support in the area of conference room scheduling and assignment of guest office space as needed
Organizing and managing major meetings for team leads as needed (in many instances working collaboratively) with other team members
Supporting the Office Services Team
Assisting in maintaining the upkeep and appearance of the general office space
Providing occasional back-up to fellow office services team member, including but not limited to: reception, facilities, and event coordination
Performing other duties (including office services) as assigned or required
YOU BRING (EXPERIENCE & QUALIFICATIONS) Job Requirement:
2-4+ years' experience supporting a senior executive, preferably at a professional services firm
Proficient computer skills: Outlook, Word, Excel, and PowerPoint
Strong interpersonal skills and able to work effectively at all levels
Excellent organizational skills, ability to set priorities, able to work with attention to detail and tenacity
Convey a strong positive personal and professional image with excellent standards of professional behaviour and ethics
Team player, highly motivated, energetic, resourceful, and friendly
Service-oriented, flexible, and able to work under pressure
Demonstrates accountability and ownership
Reliable, timely, and flexible
Demonstrates proactivity and anticipates the needs of others and being able to "add value"
Demonstrated concise and effective communication skills
Effective in time management
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.
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