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Location: London
Working Pattern: Full time | Onsite
The Role
The Receptionist plays a vital front-of-house role at Vanguard, delivering a professional, welcoming, and consistent experience for crew, visitors, and external partners. This role is responsible for managing reception operations, visitor coordination, meeting room support, and associated administrative activities while upholding Vanguard’s values, security standards, and service excellence.
The successful candidate will be calm under pressure, highly organised, and confident engaging with stakeholders at all levels, ensuring reception remains a reliable and trusted function within the business.
Key Responsibilities
Front-of-House & Visitor Experience
- Act as the first point of contact for all visitors, providing a warm, professional, and consistent welcome
- Manage visitor arrivals and departures, ensuring all guests are preregistered and hosted in line with security and GDPR requirements
- Notify meeting hosts promptly of guest arrivals via Microsoft Teams and ensure guests are comfortably accommodated while waiting
- Offer refreshments (tea, coffee, water) and support meeting room readiness and presentation
Reception Operations & Call Handling
- Manage the reception desk and switchboard, answering and transferring calls professionally and efficiently
- Accurately direct internal and external enquiries, using judgement to route matters appropriately
- Maintain reception coverage in line with agreed shift patterns and always ensure continuity of service
Meeting Rooms & Daily Coordination
- Maintain the daily reception and meeting room calendar, ensuring accuracy and visibility across teams
- Coordinate meeting room requirements, including AV, catering, and room setup, working closely with Facilities
- Update facilities teams on last-minute changes or urgent meeting needs
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Administration & Office Support
- Monitor and manage reception inboxes and shared calendars
- Support day-to-day office administration tasks as required, including ad-hoc support for events or senior visits
- Handle incoming post in line with Vanguard security and GDPR standards, escalating where appropriate
- Always maintain confidentiality and discretion
Collaboration & Service Excellence
- Build strong working relationships with Office Management, Facilities, IT, Security, and admin colleagues
- Provide holiday and sickness cover within the reception and admin team as required
- Contribute to continuous improvement of reception processes and service delivery
What it takes
- Previous experience in a reception, front-of-house, or customer-facing role within a professional environment
- Strong interpersonal and communication skills, with confidence engaging at all levels
- Excellent organisational skills and attention to detail
- Ability to manage competing priorities in a fast-paced environment
- Proficient with Microsoft Outlook, Teams, and basic office systems
- A calm, professional approach with strong judgement and integrity
Personal Attributes
- Service-oriented with a strong sense of ownership
- Approachable, reliable, and discreet
- Adaptable and resilient when dealing with changing priorities
- Comfortable working as part of a close-knit team while taking personal accountability
Special Factors
- Vanguard is not offering visa sponsorship for this position
- This position will require you to work on-site 5 days per week
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Why Join Vanguard
At Vanguard, you’ll be part of a company that values integrity, collaboration, and doing what’s right for our clients and crew. Reception plays a critical role in shaping the daily experience of those who work and visit our offices, and this role offers the opportunity to make a meaningful impact every day.
Inclusion Statement
Vanguard’s continued commitment to diversity and inclusion is firmly rooted in our culture. Every decision we make to best serve our clients, crew (internally employees are referred to as crew), and communities is guided by one simple statement: “Do the right thing.”
We believe that a critical aspect of doing the right thing requires building diverse, inclusive, and highly effective teams of individuals who are as unique as the clients they serve. We empower our crew to contribute their distinct strengths to achieving Vanguard’s core purpose through our values.
When all crew members feel valued and included, our ability to collaborate and innovate is amplified, and we are united in delivering on Vanguard's core purpose: to take a stand for all investors, to treat them fairly, and to give them the best chance for investment success.
How We Work
Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.
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