Union Square Events is seeking an

Office Administrator

to join the team!

The Office Administrator acts as the face of our reception area and ensures our office is running smoothly at all times, while handling administrative tasks to support catered events, B&I contracts and employee services. He or she is responsible for managing the USE Office Budget by restocking and maintaining inventory of our pantry items, office supplies, and conference rooms. The ability to interact with clients in person and on the phone as well as staff  (at all levels) in a fast-paced environment is crucial to this role. This individual must be well-organized, flexible, and enjoy the administrative challenges of supporting an office of diverse people and programs with an ever-changing environment.

Key Responsibilities:

Act as the “face” of USE by consistently providing enlightened hospitality to our employees & guests.

• Welcome guests, answer phones, handle incoming and outgoing deliveries and mail with finesse and grace.
• Ensure our reception area feels welcoming and representative of USE.
• Be flexible and willing to respond to all general inquiries and requests from colleagues & guests.

Provide administrative support for USE Catering Sales & Operations Teams, and key Executives.

• Enter daily B&I menus into CaterXpert and print menu signage.
• Maintain event calendar in Outlook.
• Enter new event inquiries into CaterXpert.
• Create check requests and process expense reports.
• Manage calendars for members of USE Executive team.

Be the “go-to” team member for all general office administrative functions to ensure all of our stakeholders feel taken care of and have all the information and tools needed for success.

• Manage Office & Pantry supply inventory and budget. Keep our workplace organized and well stocked by maintaining inventory and purchasing through CaterXpert & IMS, and selected vendors.
• Ensure all office related expenses are coded and submitted in a timely manner. Expenses include messenger service, UPS, Staples account purchases, and pantry/monthly celebration purchases.
• Receive and sort mail, keeping accurate log of packages received.
• Update and maintain office records such as contact lists in a timely manner.
• Maintaining the schedule of the conference rooms and assist with support or food/beverage requests.
• Assist with processing PTO.

Ensure the USE Home Office is an enjoyable and efficient place to work.

• Use your creativity and entrepreneurial spirit to ensure the USE Home Office design, layout, supplies and ambiance support the needs of our colleagues and gets them excited to come to work.
• Re-imagine and execute a “Food & Beverage” program at USE to ensure that our colleagues are nourished, with socially responsible and delicious food.
• Ensure that the 7th floor pantry is clean and stocked at all times through consistent maintenance.
• Ensure 7th Floor and 8th Floor conference rooms are clean and tidy at all times.
• Manage monthly birthday celebrations.

Manage the Community Board to keep our employees informed of birthdays, anniversaries and important information.

• Update birthdays and anniversaries on the last business day of each month.
• Update holidays and office closures monthly.
• Update important information on an ongoing basis.

*NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of USE.

Relevant Knowledge, Skills & Ability

• Preferred knowledge/experience in office administration
• Preferred experience in hospitality/food/restaurant related industry
• Excellent Understanding of Excel, Word, Outlook, etc, Excellent Interpersonal skills
• Multi-tasking Problem solving
• Initiative & follow through Teamwork Mentality Organizational Awareness
• Strategic Thinking & Achievement Oriented

Education

• Bachelor’s Degree

Physical

• Involves sitting most of the time, but may involve walking or standing for brief periods of time.
• May involve reaching with arms and hands, bending and stooping.
• May include occasional lifting and moving of objects of 20lbs or more.

Our company's family values:

Excellence: Doing what needs to be done as well as it can possibly be done. 

• I bring my personal best to work for the purpose of helping the team achieve superior results. 
• I demonstrate a hunger to learn even more about myself, my profession and my world.
• I actively solicit feedback to continuously improve and grow. 

Entrepreneurial Spirit: Seeing opportunities others haven’t, and creating solutions others wish they’d thought of first. 

• I take risks to continuously innovate and I willingly embrace change. 
• I add to the dialogue by asking the question “whoever wrote the rule...”
• I honor my mistakes as opportunities to grow and humbly share my lessons learned with others to fuel learning and innovation. 

Hospitality: Doing all that can be done for others – and more than expected – in thoughtful ways that let people know you are on their side. 

• I am aware of, and own, how my behaviors impact others and make them feel. 
• I consistently demonstrate warmth, care and courage to support and strengthen the team.
• I create memorable moments of hospitality for all of our stakeholders to power the cycle of Enlightened Hospitality. 

Integrity: Doing the right thing, always, using sound judgment, even when no one is looking. 

• I use my best judgment to do what is fair and right, even when it may not be in my immediate self-interest. 
• I courageously provide honest feedback to my colleagues to hold them accountable to our standards of excellence and their own growth and development.
• I actively build trust with my colleagues and stakeholders, one action at a time.