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
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
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.
Our commitment to equal employment opportunity
Vanguard is an equal opportunity employer. Vanguard is committed to providing all crew members a working environment that is free from discrimination, prejudice and bias. Through this Equal Employment Opportunity (EEO) Policy, Vanguard reaffirms its commitment to equal employment opportunity for all applicants and crew members without regard to race, color, national origin or ancestry, religion, gender, sex, sexual orientation, gender identity or expression, age, disability, marital status, veteran or military status. In addition, Vanguard prohibits discrimination based on genetic information, as well as any other characteristic protected by federal, state or local law.
Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship on Vanguard. Please inform [email protected] if you need assistance completing this application or to otherwise participate in the application process.
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.
