Office Support Specialist

ZN001 Zeno US; New York (NY); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Medical, dental and vision insurance

401(k) plan

Paid time off (PTO)

Job summary

Zeno Group in New York is seeking an Office Support Specialist to deliver exceptional employee and guest experiences, coordinating daily operations and supporting meetings and events. You will partner with vendors and building management to maintain a productive, hospitality-driven workplace in a fast-paced environment.

The role emphasizes office coordination, administrative support, workplace services, and employee engagement initiatives, with onsite work four days per week and standard hours

Qualifications

• 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 with attention to detail and professionalism.
• Excellent verbal and written communication skills with a friendly, service-oriented approach.

Responsibilities

• Office Experience & Hospitality: Serve as a welcoming point of contact for employees, clients, guests and vendors and foster a hospitable office environment.
• Office Operations & Facilities Coordination: Maintain reception, conference rooms, kitchens, mailrooms and shared spaces.
• Meeting & Event Support: Coordinate room setups, catering, logistics and event support.
• Vendor & Administrative Support: Partner with building management and external vendors while supporting the VP of Office Experience.
• Inventory, Mail & Workplace Services: Manage supplies, mail, deliveries and workplace resources.
• Process Improvement & Team Collaboration: Identify opportunities to improve workplace efficiency and employee experience.

Skills

Administrative support

Office operations

Hospitality

Customer service

Communication

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Internet research

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.

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.

We are a rapidly‑growing agency that provides opportunities to learn, develop skills and collaborate with colleagues at all levels across our global network. Ask us about Zeno’s Day of Play, Zeno Gives Back (our global day of service), Fearless University, office happy hours and more. We are always looking for diverse talent who can bring great energy to our teams and our business. Zeno is the place where careers are built and lives are lived.

A Fiercely Independent Agency Zeno is an award‑winning, global integrated communications agency, born from PR, operating across North America, Europe and Asia. Zeno is – and always will be – for everyone. We are committed to fostering a global, diverse workforce where all employees feel valued, included and empowered. What sets Zeno apart is the people who comprise the agency – the unique perspectives, the varied world‑views and the impactful empathy – who are dedicated to driving positive change. To support our diverse workforce, we created safe‑space communities to connect with others who share similar backgrounds, experiences, identities, etc. These resources include: Black Voices, Zin Miedo (Latinx), PRide at Zeno (LGBTQ+), Asian‑cy (Asian and Pacific Islander), Zeno Village (working parents), Freshmen Homeroom (Intern, AAE, AE) and Healthy Minds (mental wellbeing). To reinforce our commitments to DE&I and take action against systemic racism, Zeno launched ‘Act Together’ in 2020. The initiative is reflective of our shared responsibility to undertake the hard work that brings about real, positive outcomes within Zeno and the broader communications industry. The strengthened infrastructure and resources we put in place ensures DE&I effectively informs everything we do. Act Together remains central to who we are and how we show up with the goal of lasting change. We will not waver in prioritizing this important work.