Egon Zehnder · 22 hours ago
Receptionist / Office Coordinator
Palo Alto, CA
Full-time
Onsite
Entry Level
$65K/yr - $75K/yr
2+ years expEgon Zehnder is the world’s preeminent executive search and leadership advisory firm, inspiring leaders to navigate complex questions with human answers. The Receptionist/Office Coordinator is responsible for delivering exceptional customer service while managing day-to-day facilities operations and providing administrative support to the office and Executive Assistants.
ConsultingManagement ConsultingService Industry
Responsibilities
Ensure the office operates smoothly and efficiently, maintain oversight of office facilities and operations. Serve as building’s point of contact and ensure seamless operation of office equipment as well as maintenance
Manage the front of the office and receive and welcome all visiting candidates, clients and vendors; escort clients and candidates to conference room; offer beverages; validate parking if applicable. Open and close reception and office common areas on a daily basis
Regularly acts as a go-to resource for in-office colleagues regarding office needs
Coordinate and laisse with vendors including caterers, snack and beverage vendors, building maintenance personnel, security personnel, etc
Manage office expenses and invoices
Manage daily office calendar, alerting the office of any visitors, scheduled meetings, individuals out of office, etc
Receive, screen, and route all telephone calls which may include cold calls and/or job seekers, retrieve main mailbox voicemail and main office e-mail, and support and facilitate shipping and receiving of all incoming and outgoing packages, parcels, and communications
Maintain inventory of all office and kitchen supplies and ensure items are well stocked. Ensure that kitchen is kept clean and stocked during business hours including unloading dishwashers and maintaining the cleanliness of the kitchen appliances
Ensure all conference rooms and common areas are in order during business hours including straightening up after each meeting, handling catering, including set up and clean up, managing videoconferencing and conference room needs for the office, including planning and executing test calls and ensuring conference room technology is working properly
Manage the Education Verification process for the local office, ensuring requests are handled in a timely manner with thorough communication
Provide administrative assistance to all locally hosted or sponsored events including but not limited to building invitee list, sending and tracking invitations and responses, identifying and reserving/booking locations and vendors, document preparation/generation, day-of administrative support
Serve as the liaison between the marketing team and the local office to ensure proper marketing materials and processes are used
Manage an internal database of preferred local vendors and locations for events
Database management: ensure that global database is up-to-date and accurate; including but not limited to interview/presentation dates, client/internal documents, client/candidate information, notes, and emails
Assist with travel and expenses, including but not limited to management of consultant expense reports, processing candidate reimbursements, and assisting with booking travel
Printing/Binding
Administrative support for various virtual and/or in-person events (holiday parties, staff offsites, client events, business development events, etc.)
Other administrative projects assigned by the Executive Assistant(s)
May assist with EA Coverage once trained
Qualification
Required
Bachelor's degree preferred
Two years of experience in administrative function preferred, ideally within in a professional services firm
Demonstrated proficiency in Microsoft Suite (Outlook, Teams, Word, PowerPoint, Excel)
Organized multi-tasker: able to manage multiple projects with set deadlines as time management, pattern recognition, prioritization, diligent attention to detail and judgment are critical in this role
Resourceful problem solver: ability to work in ambiguous environments and comfortable with the unknown, as well as work well under pressure, solve problems
Self-starter: highly motivated, excellent work ethic and self-assured, not easily thrown, able to think on your feet
Strong communicator: Exceptional interpersonal and communication skills (both oral and written). Ability to interact professionally with executive stakeholders and colleagues alike
Natural collaborator: desire to help foster and preserve a company culture where all are welcome, included, and given the opportunity to succeed. Collaborative team player, with a track record of maximizing the team as well as individual performance
Benefits
401k – company match and additional discretionary employer contribution
Comprehensive Health Plan – medical, dental, vision, life insurance, long-term disability
Employee Assistant program (EAP)
Paid parental leave
Personal Time Off – paid vacation, sick time, volunteer days
Paid holidays including week off between Christmas and New Year’s
Company
Egon Zehnder
Egon Zehnder is a true professional services firm, passionately devoted to your success, ethical in our actions
1001-5000 employees
H1B Sponsorship
Egon Zehnder has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (1)
2024 (1)
2023 (1)
Funding
Current Stage
Late StageLeadership Team
Charles Gray
Co-Lead, U.S. CEO and Board Practice
Kenna Baudin
Partner, Global Head of Private Capital, Board and CFO Specialist
Recent News
2026-01-16
2025-11-03
Company data provided by crunchbase