Office Support Specialist

About the Role

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. 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.

• 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.

Requirements

• 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

The pay range for this role is $65,000–$75,000 USD per year. 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. Other rewards may include annual bonuses, a Paid Time Off policy, and region-specific benefits.

Benefits

• Medical, dental, and vision insurance with prescription plans, as well as short- and long-term disability.
• Mental health support through the "Be Kind to Your Mind" program, including a paid subscription to Headspace and access to mental health providers and other services via a best-in-class employee assistance program.
• Employee resource groups for sharing and support.
• Generous vacation, paid holidays, and self-care time.
• 401(k) plan, pretax flexible spending accounts, tuition assistance, and life insurance.
• Free access to a certified financial coach.
• Monthly ZenoFit allowance to fund personal activities that bring joy and promote health.