The Office Coordinator plays a pivotal role in supporting front office operations and facilitating cross-departmental collaboration, especially with People & Culture, Sales, and Marketing. This individual is responsible for a wide range of administrative and operational tasks, ensuring seamless daily office functions, and providing critical support for meetings, events, interview coordination, and company communications.
This role requires a highly organized, detail-oriented, and professional individual who thrives in a fast-paced environment, can manage multiple projects at once, and works proactively to assist the Executive Assistant. It will be second nature to anticipate needs, follow through, and be efficient and responsive. If you are a deadline-driven professional with a commitment to service excellence, a strong work ethic, and the desire to have a direct impact on company culture while working closely with management, we encourage you to apply.
Front Office
Essential Duties and Responsibilities:
- Provide a warm welcome and clear direction to all visitors and employees, and escort guests around the building when appropriate.
- Ensure accurate company-wide phone coverage: answer phones, assist and screen callers, route calls and take messages as appropriate. Partner with key stakeholders on the creation of phone scripts for various scenarios encountered at front desk
- Influence the company culture by providing excellent customer service, responsive to employee and manager requests, and maintaining the highest standards in office maintenance and care
- Regular use of systems to manage projects, budget, trips, expenses, events, etc.
- Ensuring that our Safety and Security practices are being adhered to, supporting training initiatives and ensuring documentation and posters are up to date, including maintaining AED registration and ER kits, emergency action plan & communication and fire drill procedures, etc.
- Maintaining COVID19 safety protocols, for the office workspace, as well as for employees. Including ordering of safety supplies and PPE, maintaining up to date posters and ensuring compliance to safety protocols as needed.
- Coordination and management of company vendors, including those for NESN Connects events
- Manage and maintain mail system and mailboxes, daily mail processing and UPS
- Ordering office supplies and keeping track of inventory
- Manage shared office space and supplies; conference rooms, break rooms, café.
- Supporting NESN Teams/Committees, through calendar and meeting coordination, vendor management, document processing and more
- Manage expense reports and assist Finance with billing coding, especially for mail-related items.
- Serve as the point of contact for ticket management (Bruins, Red Sox, concerts, events) through Concierge Live, including ticket distribution and tracking post-suite pick-ems.
- Maintain clear, company-wide communication regarding building updates, such as AC issues, power outages, and general announcements.
- Oversee conference room bookings, resolve double bookings, and ensure availability for meetings.
- Order and facilitate lunches for large group meetings.
- Monitor and stock office and kitchen supplies, ensuring availability at all times.
- Support to VP level staff, includes project management assistance, calendaring, and call support
People & Culture
- Support the Sr. Talent Acquisition Partner with various recruitment activities, such as weekly newsletter updates & distribution, and coordinating candidate communication.
- Schedule and/or assist in coordinating internal and external meetings as needed, including candidate interviews, all hands meetings, managers offsites and People & Culture onsite trainings
- Work with ERG groups to coordinate events
- Conduct office tours for new hires and university groups that may be visiting from time to time, showcasing the company culture and facilities.
- Assist with employee onboarding and offboarding processes through updating systems, workspace, and employee documents (i.e., NESN ID’s, cubicle spaces, etc.)
- Enter background checks into Checkr.
- Provide admin support as needed including assisting with filing, record keeping, proofing and formatting slides,
- Conduct ad hoc research and projects
We believe in the potential within every individual. If you’re passionate about this role, we encourage you to apply even if you do not meet all of the requirements that are listed within this job description.
Qualifications
- 2+ years of administrative support experience, customer service or ticketing experience a plus.
- Proficiency in Microsoft Office suite including PowerPoint, Word, Excel, and Outlook.
- Ability to quickly pick up on new systems.
- Strong organizational and multitasking skills with excellent attention to detail and confidentiality.
- Excellent communication skills for internal updates and external relations.
- Strong problem-solving abilities, particularly in resolving meeting space conflicts and operational issues.
- Ability to successfully prioritize and work in a fast paced, loosely structured, growing and changing work environment
- Must have a high level of professionalism, positive attitude and team-oriented mindset.
- Must embrace the NESN Core Values: People, Customer Focus, Adaptability, Teamwork, Diversity, Integrity, Accountability, Passion and Social Responsibility
We believe that when team members feel supported, they are more engaged, productive, and innovative. If you're looking for a workplace that celebrates people and their personal and professional growth, you've come to the right place.
Some Of The Benefits We Provide Include
- Medical and Dental plans which are currently funded by NESN at approximately 85%
- Pre-Tax HSA, FSA and Dependent Care Account
- 401(k) plan with employer match of 100% up to the first 6% of compensation, 3% contribution through Safe Harbor and discretionary profit sharing of up to 6%.
- Life Insurance, AD&D, Short and Long-Term Disability which are currently 100% funded by NESN
- Paid parental leave
- Time Off Benefits - Eligible NESN Employees accrue Paid Time Off equaling 160 hours or 20 days for the full year
- Team Store Discounts - Employees will receive a discount of 50% at the Red Sox Team Store and 25% off at the Bruins Pro Shop with a valid NESN Employee ID
- Paid Volunteerism - NESN provides eligible employees with up to 24 hours (3 days) of paid time to participate in NESN Connects events.
- Tuition Reimbursement - NESN provides a generous Tuition Reimbursement Program to assist employees who aspire to further their education to learn & grow within their careers.
- LinkedIn Learning Courses - Eligible employees receive a free membership to LinkedIn Learning which provides on-demand learning to thousands of courses anytime, anywhere from your computer to your mobile device.
- MBTA Reimbursement - Eligible employees may be reimbursed up to $100 per month for the use of Mass Transit if it is their primary mode of transportation to & from work
- Travel Assistance & ID Theft Protection
- Estate Guidance - The Hartford helps employees protect their family’s future by creating a customized and legally binding will online using a simple but comprehensive online questionnaire.
- Additional Perks & Employee Discounts - As a NESN employee, you are eligible for other discounts & perks such as pet insurance, tickets, travel, dry cleaning, mobile phones, and much more!
Who We Are
NESN (New England Sports Network) is owned by Fenway Sports Group, which also owns the Boston Red Sox and Pittsburgh Penguins among other holdings, and Delaware North, owners of the Boston Bruins. NESN is delivered throughout the six-state New England region and nationally as NESN National. The definitive source for New England sports programming, NESN consistently has been one of the top-rated regional sports networks in the country, with a reputation for innovative and award-winning production of sports events and specials.
As of Fall 2023, NESN manages SportsNet Pittsburgh, a newly branded regional sports network that televises Pittsburgh Penguins and Pirates games, as well as local college sports, original content and more in PA, WV, and portions of MD, OH and NY.
Our professional environment is passionate, adaptable, creative, and filled with aspiring individuals who are driven to grow with our company. Our core values are at the heart of who we are. We have a spontaneous and vibrant culture, and we truly believe in team spirit and collaboration.
NESN is proud to be a diverse and inclusive employer. We are committed to Equal Employment Opportunities for all qualified individuals without regard to race, color, religion, national origin, ancestry, sex, age, disability, sexual orientation, gender identity and expression, marital status, genetic information, military service, veteran status, or any other status protected by applicable law. Minorities, Women, Individuals with Disabilities, and Veterans are especially encouraged to apply.
