Administration/General Management: Human Resources Generalist
Seasonal HR Assistant - USTA (Queens, NY)
It takes the most talented people to put on the world’s greatest tennis event. The US Open Tennis Championships are the highest-attended annual sporting event in the world. Each year, for three weeks in the late summer, the US Open is the focus of the sports & entertainment universe. Passionate fans from around the world come to NYC to witness the toughest tennis on the game’s biggest stage. With more than 720,000 visitors, 100 million television viewers in the U.S. and 64 million online visitors, why not come and enjoy the thrill and excitement of working with our team?
We are seeking a Seasonal HR Assistant who will play a crucial part in creating our 2017 US OPEN team!
Provide full administrative support to NTC HR Manager, recruiters, and the payroll department
Need to be available to work 7 days a week from August 26th-September 10th; evenings and weekends
Phone screening of potential candidates and on-site scheduling to meet with the recruiter. Maintain and edit calendars for staff in Google
Collaborate with recruiters daily to review interview times for all candidates scheduled to arrive. Meet and greet candidates at the Fire Command Station, and provide all preparatory information. Collect information and submit to recruiter to commence the screening process
Assist with review of all hiring paperwork and verify I-9 documentation. Help maintain seasonal employee filing system by ensuring uniformity and organization of all employee documents (i.e. current Personnel Authorization form, W-4, I-9, Termination form, Evaluations, waiver, policy, & guidelines adherence forms, and other miscellaneous confidential documents of relevance, etc.) Keep employee files current with ongoing flow of documents and records daily
Follow up with new/rehires regarding any missing documentation or missing information/signatures on paperwork and documents
Assist Seasonal Recruitment staff in correspondence, group mailings, and various tasks as assigned
Attend Career fairs with Recruiters
Assist Recruitment and administrative team with Uniform Distribution/I-9 collection
Assist staff with HR Procedures/protocol. Ex. clocking in and out
Communicate clearly and concisely, both orally and in writing. Exceptional organization skills
Must have strong interest in all aspects of Human Resources
Interviewing skills a plus
Bilingual Spanish is required
Must display strong desire to learn and incorporate newly acquired skills
Proficient in all Microsoft applications. In addition, the ability to learn new computer-based and technical skills is required
Admin. Assistant, Merchandising - USTA National Headquarters (White Plains, NY)
Perform administrative tasks and support functions for Senior Director and other Merchandising Department staff. Duties include but not limited to:
Review mail, establish and maintain files, answer routine correspondence, coordinate travel arrangements, handle all expense reports for Sr. Director, maintain department calendar and contact database. Update standard licensing materials (i.e. US Open licensee list, phone lists, file and archive locations, memo templates). Annually update and maintain the US Open projects roles and responsibilities chart. Additional office management duties as assigned.
Assist as needed on US Open Pre=Sale, US Open Gifting, Departmental Sample Sales, Holiday Gifting, US Open staff Clothing, On court Apparel Clothing, MCAT merchandise deliveries and other departmental merchandise distribution as assigned.
Work with Manager, Merchandise on creation of and revisions as needed to the US Open CAD book.
Oversee all departments shipping and receiving. Keep detailed logs of both activities.
Maintain and coordinate the timely replenishment of all department supplies.
Responsible for the overall organized esthetic or Merchandise Department conference area, files and shelves
Coordinate all tickets requests from US Open Licensees. Process ticket requests and assist Sr. Director on all aspects of ticket distribution.
Assist Merchandise Associate with the scheduled Monthly Physical Inventory and the overall esthetic of samples closet.
Coordinate distribution, execution and tracking of Merchandising contracts
Create all archive files both paper and merchandise. Work with Aramark warehouse manager to acquire complete set of US Open Collection merchandise archive samples
Position is responsible for the departments timely annual move to and from the NTC for the US Open. Will coordinate with WPO mailroom staff for office and inventory transportation. Position will coordinate with NTC staff for complete office readiness
Position will require attendance on site at USTA National Tennis Center beginning August 1st – September 20th each year. Additional potential for daily trips to the NTC during the course of the year
Job will require a significant amount of overtime in order to complete tasks and is considered non-exempt. Meetings, deadlines, etc. will require that person filling this position be flexible with his/her work hours, bright and PC literate.
Ideal candidate holds a college degree
Ideal candidate has 2 – 4 years Administrative Assistant experience
Ideal candidate is very detail oriented
Ideal candidate can work well independently as well within a group environment.
Ideal candidate is confident in their abilities and can resourceful
Ideal candidate displays an exemplary attitude
Job will require moving of boxes and some physical exertion
Media Operations Assistant - USTA National Headquarters (White Plains, NY)
Assist Managing Director and Senior Manager, Corporate Communications in the day-to-day operations of the Corporate Communications department, media operations and event operations. Duties include but not limited to:
At the direction of Sr. Manager, work with outside credential vendor to setup media credential applications for US Open, Fed Cup and Davis Cup home ties.
Responsible for providing credential vendor with necessary backup documents to support an application.
Responsible for running credential reports for Sr. Manager to review.
At the direction of Sr. Manager, responsible for processing credential applications (approve/deny).
Assist Sr. Manager with hiring seasonal staff for US Open. Ensure all HR paperwork is completed by seasonal staff.
Responsible for working with Merchandise Department to order seasonal uniforms. Ensure that seasonal uniforms are sorted and distributed.
Responsible for the setup of the US Open Media Center. Ensure that workstations are assigned and labeled. Ensure that lockers are organized and available in advance of the US Open.
Assist with media operations in advance of home Davis Cup and Fed Cup ties. Responsible for ensuring that onsite Corporate Communications staff have necessary materials. At the direction of the Sr. Manager, ensure that agreements are completed for photographers and transcribers.
Front office on-site liaison for US Open Media Office. Responsible for ensuring that tournament information is provided to media in a timely fashion.
Assist Sr. Manager with seasonal staff, ensuring that everyone is recording their hours properly.
Responsible for working with internal USTA staff to book US Open hotel accommodations.
Responsible for handling all department ticket requests. Includes placing orders and following up on delivery/pick-up of tickets.
Assist with special events in support of the US Open.
Assist with department invoicing and budget compliance. Responsible for coding invoices, obtaining required signatures and logging invoices a timely fashion. Responsible for completing purchase orders and check requests.
Responsible for entering agreements into the USTA contract system at the direction of the Sr. Manager. Responsible for tracking signatures and coordinating distribution with the Legal department.
Internal and external communication (letters, agendas, presentation decks). Attention to detail is important.
Responsible for making travel arrangements and completing expense reports for Managing Director and Sr. Manager.
Responsible for gathering weekly departmental attendance and submitting information to HR.
Responsible for organizing and maintaining department event materials and storage room.
Responsible for scheduling of meetings and catering for meetings when needed
Working knowledge of Word, Excel, PowerPoint and Google Mail
· Dependability – available to work overtime when needed; specifically during the US Open and the period leading up to the US Open. Available during the three weeks of the US Open, including relocating to Queens, NY facility during the US Open
Two plus years of Administrative experience with a high level of proficiency in MS Office (Word, Excel and PowerPoint) and Google Mail
Must have strong customer service, problem solving, organizing and priority setting skills to work in a fast paced environment.
College Degree preferred
Team Player with the ability to support the Managing Director, Senior Manager and Corporate Communications department.
Dedication to the highest level of standard and excellence