Operations Assistant

ZS is a professional services firm that works side by side with companies to help develop and deliver products that drive customer value and company results. From R&D to portfolio strategy, customer insights, marketing and sales strategy, operations and technology, we leverage our deep industry expertise and leading-edge analytics to create solutions that work in the real world. Our most valuable asset is our people—a fact that’s reflected in our values-driven organization in which new perspectives are integral and new ideas are celebrated. ZSers are passionately committed to helping companies and their customers thrive in industries ranging from healthcare and life sciences, to high-tech, financial services, travel and transportation, and beyond.

ZS Corporate Support Teams operate the firm’s core internal enterprise functions. Our global teams comprise team-oriented, pragmatic and results-driven people who thrive in a challenging work environment.  Our people come from diverse backgrounds and share a passion for quality customer service and dedication—whether our customer is a client or another ZS employee.

Administrative Services provides support services to ZS professionals as they complete their work. The administrative services team provides administrative support, travel planning, operations, catering coordination, and facilities management.

OPERATIONS ASSISTANT

We seek an organized, energetic full-time Operations Assistant for our New York office.
The Operations Assistant provides office services and facilities maintenance support, with other duties as assigned. The position reports to the Office Manager.

Responsibilities:

Office Operations:

• Order all supplies; includes office, printer, kitchen, maintenance/cleaning, wellness, events, meetings, etc.
• Stock and maintain inventory of supplies for: kitchen, pantry, maintenance/cleaning, wellness, events, meeting rooms, printer and equipment/supplies
• Submit and track office expenses and reports
• Log ID cards requests (new and deactivations)
• Maintain all rooms and shared workspaces. Reset, erase whiteboards and stock all team rooms, phone rooms, conference rooms, and workstations.
• Handle incoming and outgoing mail and packages
• Log building maintenance requests
• Maintain kitchen area (e.g. run/unload the dishwasher, wipe down kitchen, restock supplies, pull recycling/trash when full, etc.)
• Back-up coverage for Front desk reception (answering phones, greeting visitors, receiving deliveries)

 Office Calendar and Space Scheduling:

• Maintain office calendar with logistics for all meetings and events
• Scheduling and approving conference room requests
• Assist with workspace reservations, as needed
• Coordinate internal meetings/activities (i.e. scheduling and preparing conference rooms, catering, supply and material coordination, setting-up/resetting rooms, etc.)

 Meetings and Events:

• Maintain meeting room facilities – restock supplies, clean-up, reset equipment/chairs
• Set-up/breakdown/clean-up activities for office events and meetings
• Catering for office events and meetings (order, set-up, clean-up)
• Supply and material coordination
• Assist with planning of office events and service initiatives
• Promote office culture and engagement

 Front Desk Support:

• Front desk reception (answering phones, greeting visitors, handling deliveries)
• Scheduling and preparing conference rooms in a professional Manner

Other:

• Handle special projects with demanding deadlines
• Address problems and troubleshoot with internal and external stakeholders
• Assist with copying/organizing projects, as needed
• Comfortable with being a point of contact

Hours are 8:30 am – 5:30 pm, with occasional overtime.

This is an in-office role M-F.

Qualifications:

• High school diploma required; post-secondary education or Associate’s/Bachelor’s degree preferred
• Prior work experience as an Office Assistant, preferably in a professional services environment
• Attention to detail, dependability/punctuality
• Strong oral and written communication skills
• Computer fluency with MSOffice (Word, PowerPoint, Excel and Outlook), SAP and Concur desirable
• Professional appearance and demeanor with ability to exercise good judgement and discretion
• Good time management skills and flexibility
• Strong work ethic and initiative with a positive attitude
• Proactive self-starter with ability to manage a wide variety of tasks and meet deadlines
• Experience working both independently and with a team in a demanding environment
• Ability to lift 50 pounds
• Sense of humor appreciated

Salary : $0