Workplace Services Receptionist

Job Description Summary

For over forty years, Harbour Vest has been home to a committed team of professionals with an entrepreneurial spirit and a desire to deliver impactful solutions to our clients and investing partners. As our global firm grows, we continue to add individuals who seek a collaborative, open‑door culture that values diversity and innovative thinking.

In our collegial environment that’s marked by low turnover and high energy, you’ll be inspired to grow and thrive. Here, you will be encouraged to build on your strengths and acquire new skills and experiences.

We are committed to fostering an environment of inclusion that promotes mutual respect among all employees. Understanding and valuing these differences optimizes the potential of both the individual and the firm.

Harbour Vest is an equal opportunity employer.

This position will be a hybrid work arrangement. You will receive 18 remote workdays per quarter to use at your discretion, subject to manager approval. For example, you may choose to work in the office 4 days per week and take one remote day weekly (typically 13 weeks per quarter), leaving 5 additional remote days to be used as needed.

Workplace Services plays a crucial role in molding the physical and operational environment that supports both internal teams and external collaborators. It’s not just about facilities—it’s about crafting a flawless, professional, and high‑performance experience that reflects the firm’s brand and values.

The Receptionist plays a pivotal role in creating a positive and professional first impression for our clients and guests and ensures the smooth and efficient operation of our clients’ experience.

• Exceptionally polished and professional, with a warm and welcoming presence
• Highly organized and detail‑oriented, able to balance multiple priorities in a fast‑paced environment
• Reliable and diligent, consistently demonstrating accountability and a strong work ethic
• Demonstrates proactive behavior by anticipating the needs of senior executives and interested parties
• An effective communicator and collaborator, comfortable working cross‑functionally with various teams
• Experienced in managing sophisticated calendars, multi‑line phone systems, and logistics
• Adaptable and calm under pressure, thriving in a dynamic and evolving workplace and dedicated receptionist
• Able to balance multiple priorities
• Proficient in Microsoft Office and is able to adopt the latest technology
• Able to build partnerships across departments and geographies

• Greet and assist clients and guests in a professional demeanor
• Efficiently manage a multi‑line phone system by directing calls accurately and recording messages for senior leaders and investment teams
• Field email requests and supervise the reception inbox for security clearance requests and a variety of internal questions, serving as a central contact for information and guidance within the firm
• Oversee room reservations for client meeting spaces, ensuring rooms are well‑prepared and equipped
• Supervise execution of internal and external client meetings and events by leading conference room scheduling, vendor and catering coordination, building security, and equipment readiness
• Collaborate with Workplace Services, Internal Communications, Compliance and others to support critical initiatives aligned with firm goals and brand standards
• Anticipate customer needs and employ strong partnerships with internal teams to adjust quickly and deliver effective solutions for unexpected or last‑minute requests, while upholding exceptional service standards
• And other responsibilities as required

• Proven experience as a receptionist or administrative professional in a high‑profile, fast‑paced environment or hospitality environment
• Outstanding customer service skills and a dedication to excellence
• Strong organizational skills, with experience managing complex scheduling and logistics
• Excellent communication skills, both written and verbal
• High level of discretion and professionalism when handling sensitive information
• Proficiency with office technology, sophisticated telephone systems, and calendar management tools…