Office Support Specialist

Job description

Zeno Group is the fiercely independent and global, integrated communications agency, born from PR. We bring together the boldest and brightest talent to help clients across industries and sectors unleash the power of strategic communications. Guided by our "Fearless Pursuit of the Unexpected," we push the boundaries to achieve real business value and societal impact for clients. Winner of the industry’s most coveted awards including the 2024 PRWeek U.S. Outstanding Large Agency of the Year, 2023 PRWeek Purpose Agency of the Year, 2022 PRWeek Global Agency of the Year, 2022 PRovoke Best Large Agency to Work For in North America and a three-time winner of PRWeek’s Best Places to Work. Zeno has also been previously recognized by the Cannes Lions International Festival of Creativity. Zeno is a DJE Holdings Company. Job Description: Office Support Specialist Are you someone who takes pride in creating welcoming, organized, and seamless experiences for employees and guests? Do you thrive in a fast-paced environment where exceptional service, attention to detail, and proactive problem-solving make a meaningful impact every day? As an Office Support Specialist at Zeno, you will play an important role in supporting the day-to-day operations of our workplace and delivering an exceptional experience for employees, clients, and visitors. Working closely with the VP, Zeno Office Experience, you will help maintain a productive, hospitality-driven environment through office coordination, administrative support, workplace services, and employee engagement initiatives. Unlike a traditional administrative role, this position offers the opportunity to be at the center of the employee and guest experience. You will serve as a key partner in maintaining office operations, supporting meetings and events, collaborating with vendors and building management, and identifying ways to continuously enhance the workplace experience. About the Role: Workplace Experience & Hospitality: Serve as a welcoming and professional point of contact for employees, clients, guests, and vendors while helping create a positive, hospitality-focused office environment. Office Operations & Facilities Coordination: Maintain reception areas, conference rooms, kitchens, mailrooms, and shared spaces to ensure they remain organized, well-stocked, functional, and meeting-ready throughout the day. Meeting & Event Support: Coordinate conference room setups, catering, meeting logistics, and event support while ensuring spaces are prepared before meetings and promptly reset afterward. Vendor & Administrative Support: Partner with building management, security teams, and external vendors while providing day-to-day administrative and operational support to the VP, Zeno Office Experience. Inventory, Mail & Workplace Services: Manage office supplies, incoming and outgoing mail, packages, deliveries, and workplace resources that support daily office operations. Process Improvement & Team Collaboration: Identify opportunities to enhance workplace efficiency and employee experience through thoughtful organization, service excellence, and continuous improvement initiatives. About You: 2-3 years of experience in administrative support, office operations, workplace services, hospitality, or a similar professional environment. Proven ability to manage multiple priorities, projects, and requests while maintaining exceptional attention to detail and professionalism. Excellent verbal and written communication skills, with a friendly, service-oriented approach to supporting employees, clients, and guests. Highly organized, resourceful, and proactive, with the ability to anticipate needs and solve problems independently. Comfortable working in a fast-paced environment, adapting to changing priorities, and responding with urgency when needed. Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and internet-based research tools. Experience supporting workplace technology and office equipment, including conferencing systems, printers, and copiers. Committed to delivering exceptional service while exercising sound judgment, discretion, and professionalism. Work Environment & Physical Requirements: This is an in-office role based in Zeno's New York office. The Office Support Specialist is expected to work onsite four (4) days per week , with flexibility to work additional days as business needs require. Standard office hours are 8:30 a.m. to 5:30 p.m. The role requires regular movement throughout the office and the ability to perform physical tasks that support workplace operations, including lifting and carrying up to 42 pounds, moving office furniture, distributing packages and supplies, replacing water cooler bottles, and supporting meeting and event setups. Pay Range: $$65,000-$ 75,000 USD/yr. An employee's pay position within the salary range will be based on several factors, including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, travel requirements, revenue-based metrics, any contractual agreements, and business or organizational needs. The range listed is just one component of DJEH's total compensation package for employees. Other rewards may include annual bonuses, a Paid Time Off policy, and region-specific benefits. Level 03 An employee’s pay position within the salary range will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, travel requirements, revenue-based metrics, any contractual agreements, and business or organizational needs. The range listed is just one component of DJEH’s total compensation package for employees. Other rewards may include annual bonuses, a Paid Time Off policy, and region-specific benefits. About Our Benefits Healthy, happy employees make Zeno better, so we have programs that support physical, mental and financial wellness. Our culture and benefits are designed to promote flexibility, celebrate diversity and support work/life balance. We offer a variety of medical, dental and vision insurance with prescription plans, as well as short and long-term disability. Our Be Kind to Your Mind program focuses on mental health, providing a paid subscription to Headspace and access to mental health providers and other services through a best-in-class employee assistance program. Employees are encouraged to bring their authentic self to Zeno and participate in our employee resource groups which build communities for sharing and support. And while we love our work, we believe in the restorative power of time off with generous vacation, paid holidays and self-care time. Employees are supported in their pursuit of financial wellness with a 401(k) plan, pretax flexible spending accounts, tuition assistance, life insurance and free access to a certified financial coach. And our unique ZenoFit program provides a monthly allowance to fund activities in your personal life that bring you joy and keep you healthy. These and other benefits are available to non-temporary employees in the US. Zeno Group, Inc. provides equal employment opportunities to applicants and employees. Employment decisions are made on the basis of job-related criteria without regard to race, ethnicity, color, religion, sex, sexual orientation, gender identity, marital status, age, genetic information, national origin, disability, military, or veteran status, or any other classification protected by applicable law. We invite all applicants to voluntarily self-identify their race, ethnicity, and gender. Submission of the information on this form is strictly voluntary and refusal to provide it will not subject you to any adverse treatment. Information obtained will be retained in a confidential file and separate from personnel records. This information may only be used in accordance with the provision of applicable federal laws, executive orders, and regulations. If you want more information about any of the sections, please check with a company representative.