Office Administrator
Full-time
Mid
Description
Position Summary
The Office Admin & Executive Assistant is a vital member of the USPA Global team, responsible for ensuring the smooth, professional, and efficient operation of the corporate office while providing comprehensive administrative and executive support to four members of the executive leadership team. This dual role requires exceptional organizational skills, professionalism, and the ability to balance multiple priorities in a fast-paced environment. The ideal candidate is proactive, resourceful, and skilled at supporting both day-to-day office operations and high-level executive needs. The position reports to the Vice President of Operations.
Essential Duties and Responsibilities
Office Management
· Oversee front office operations, including maintaining a well-stocked supply inventory, managing breakroom and shared spaces, and ensuring conference rooms and reception areas are clean, organized, and guest-ready.
· Greet and assist visitors with professionalism and warmth, serving as the first point of contact for guests, vendors, and employees.
· Coordinate domestic and international shipping logistics, ensuring timely and cost-effective delivery of materials, samples, and documents.
· Serve as the primary point of contact with building management, handling facility requests, maintenance issues, and ensuring smooth day-to-day functionality of the office.
· Oversee distribution and tracking of office keys, access badges, and parking passes; communicate property management updates to staff.
· Plan and manage company sample sales, including communications, setup logistics, and ensuring orderly execution.
· Support HR and Operations in planning and executing company events, such as Town Halls, holiday celebrations, and team gatherings to foster a positive and inclusive culture.
· Maintain office communications and distribution lists in collaboration with IT, HR, and PR teams.
· Support warehouse operations and other administrative functions as needed.
· Identify and implement process improvements to enhance office efficiency, systems, and services.
Executive Support
· Provide high-level administrative support to four executives, including complex calendar management, scheduling, and prioritization of meetings and commitments.
· Executive support provided to but not limited to Accounting & Finance, Operations, Sports Marketing & Events, and Digital Commerce.
· Coordinate detailed domestic and international travel arrangements, itineraries, and logistics.
· Prepare, process, and reconcile executive expense reports accurately and in a timely manner.
· Draft, edit, and format correspondence, presentations, and reports, maintaining a high level of accuracy and confidentiality.
· Act as a liaison between executives and internal teams, ensuring smooth communication, timely follow-up, and alignment on priorities.
· Support preparation for leadership meetings, including compiling materials, tracking action items, and recording minutes when necessary.
· Manage confidential documents and maintain electronic and hard copy filing systems.
· Provide backup support to the Executive Operations team and assist with special projects or initiatives as assigned.
· Other duties as assigned.
Qualifications
· Associate’s degree or equivalent required; Bachelor’s degree preferred.
· 5+ years of experience in office administration and executive support within a corporate or professional services environment.
· Proven ability to support multiple executives simultaneously while managing broader office operations.
· Strong communication, interpersonal, and organizational skills with a polished, professional demeanor.
· Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
· Ability to exercise discretion and maintain confidentiality with sensitive information.
· Exceptional attention to detail, initiative, and follow-through.
Preferred Qualifications
· Experience with travel booking and expense management platforms (e.g., Concur, Egencia, Expensify).
· Background in event planning, facilities coordination, or vendor management.
· Familiarity with shipping and logistics systems (e.g., DHL, UPS, FedEx).
The Right Fit
· You bring positive energy and cohesiveness to a team environment
· You demonstrate professionalism when dealing with conflict and changing priorities
· You can adapt and work in a fast-paced environment, multi-task and prioritize like a pro
· You believe in open and honest communication. You are not afraid to ask questions, respectfully share or receive feedback
· You work well under pressure
· You possess great attention to detail
About U.S. Polo Assn. and USPA Global
U.S. Polo Assn. is the official sports brand of the United States Polo Association (USPA), the largest association of polo clubs and polo players in the United States, founded in 1890 and based at the USPA National Polo Center (NPC) in Wellington, Florida. This year, U.S. Polo Assn. celebrates 135 years of sports inspiration alongside the USPA. With a multi-billion-dollar global footprint and worldwide distribution through more than 1,100 U.S. Polo Assn. retail stores as well as thousands of additional points of distribution, U.S. Polo Assn. offers apparel, accessories, and footwear for men, women, and children in more than 190 countries worldwide. The brand sponsors major polo events around the world, including the U.S. Open Polo Championship®, held annually at NPC in The Palm Beaches, the premier polo tournament in the United States. Historic deals with ESPN in the United States, TNT and Eurosport in Europe, and Star Sports in India now broadcast several of the premier polo championships in the world, sponsored by U.S. Polo Assn., making the thrilling sport accessible to millions of sports fans globally for the very first time.
U.S. Polo Assn. has consistently been named one of the top global sports licensors in the world alongside the NFL, PGA Tour, and Formula 1, according to License Global. In addition, the sport-inspired brand is being recognized internationally with awards for global growth. Due to its tremendous success as a global brand, U.S. Polo Assn. has been featured in Forbes, Fortune, Modern Retail, and GQ as well as on Yahoo Finance and Bloomberg, among many other noteworthy media sources around the world.
For more information, visit uspoloassnglobal.com and follow @uspoloassn.
USPA Global is a subsidiary of the USPA and manages the global, multi-billion-dollar U.S. Polo Assn. brand. Through its subsidiary, Global Polo Entertainment (GPE), USPA Global also manages Global Polo TV, which provides sports and lifestyle content. For more sports content, visit globalpolo.com.
The Office Admin & Executive Assistant is a vital member of the USPA Global team, responsible for ensuring the smooth, professional, and efficient operation of the corporate office while providing comprehensive administrative and executive support to four members of the executive leadership team. This dual role requires exceptional organizational skills, professionalism, and the ability to balance multiple priorities in a fast-paced environment. The ideal candidate is proactive, resourceful, and skilled at supporting both day-to-day office operations and high-level executive needs. The position reports to the Vice President of Operations.
Essential Duties and Responsibilities
Office Management
· Oversee front office operations, including maintaining a well-stocked supply inventory, managing breakroom and shared spaces, and ensuring conference rooms and reception areas are clean, organized, and guest-ready.
· Greet and assist visitors with professionalism and warmth, serving as the first point of contact for guests, vendors, and employees.
· Coordinate domestic and international shipping logistics, ensuring timely and cost-effective delivery of materials, samples, and documents.
· Serve as the primary point of contact with building management, handling facility requests, maintenance issues, and ensuring smooth day-to-day functionality of the office.
· Oversee distribution and tracking of office keys, access badges, and parking passes; communicate property management updates to staff.
· Plan and manage company sample sales, including communications, setup logistics, and ensuring orderly execution.
· Support HR and Operations in planning and executing company events, such as Town Halls, holiday celebrations, and team gatherings to foster a positive and inclusive culture.
· Maintain office communications and distribution lists in collaboration with IT, HR, and PR teams.
· Support warehouse operations and other administrative functions as needed.
· Identify and implement process improvements to enhance office efficiency, systems, and services.
Executive Support
· Provide high-level administrative support to four executives, including complex calendar management, scheduling, and prioritization of meetings and commitments.
· Executive support provided to but not limited to Accounting & Finance, Operations, Sports Marketing & Events, and Digital Commerce.
· Coordinate detailed domestic and international travel arrangements, itineraries, and logistics.
· Prepare, process, and reconcile executive expense reports accurately and in a timely manner.
· Draft, edit, and format correspondence, presentations, and reports, maintaining a high level of accuracy and confidentiality.
· Act as a liaison between executives and internal teams, ensuring smooth communication, timely follow-up, and alignment on priorities.
· Support preparation for leadership meetings, including compiling materials, tracking action items, and recording minutes when necessary.
· Manage confidential documents and maintain electronic and hard copy filing systems.
· Provide backup support to the Executive Operations team and assist with special projects or initiatives as assigned.
· Other duties as assigned.
Qualifications
· Associate’s degree or equivalent required; Bachelor’s degree preferred.
· 5+ years of experience in office administration and executive support within a corporate or professional services environment.
· Proven ability to support multiple executives simultaneously while managing broader office operations.
· Strong communication, interpersonal, and organizational skills with a polished, professional demeanor.
· Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
· Ability to exercise discretion and maintain confidentiality with sensitive information.
· Exceptional attention to detail, initiative, and follow-through.
Preferred Qualifications
· Experience with travel booking and expense management platforms (e.g., Concur, Egencia, Expensify).
· Background in event planning, facilities coordination, or vendor management.
· Familiarity with shipping and logistics systems (e.g., DHL, UPS, FedEx).
The Right Fit
· You bring positive energy and cohesiveness to a team environment
· You demonstrate professionalism when dealing with conflict and changing priorities
· You can adapt and work in a fast-paced environment, multi-task and prioritize like a pro
· You believe in open and honest communication. You are not afraid to ask questions, respectfully share or receive feedback
· You work well under pressure
· You possess great attention to detail
About U.S. Polo Assn. and USPA Global
U.S. Polo Assn. is the official sports brand of the United States Polo Association (USPA), the largest association of polo clubs and polo players in the United States, founded in 1890 and based at the USPA National Polo Center (NPC) in Wellington, Florida. This year, U.S. Polo Assn. celebrates 135 years of sports inspiration alongside the USPA. With a multi-billion-dollar global footprint and worldwide distribution through more than 1,100 U.S. Polo Assn. retail stores as well as thousands of additional points of distribution, U.S. Polo Assn. offers apparel, accessories, and footwear for men, women, and children in more than 190 countries worldwide. The brand sponsors major polo events around the world, including the U.S. Open Polo Championship®, held annually at NPC in The Palm Beaches, the premier polo tournament in the United States. Historic deals with ESPN in the United States, TNT and Eurosport in Europe, and Star Sports in India now broadcast several of the premier polo championships in the world, sponsored by U.S. Polo Assn., making the thrilling sport accessible to millions of sports fans globally for the very first time.
U.S. Polo Assn. has consistently been named one of the top global sports licensors in the world alongside the NFL, PGA Tour, and Formula 1, according to License Global. In addition, the sport-inspired brand is being recognized internationally with awards for global growth. Due to its tremendous success as a global brand, U.S. Polo Assn. has been featured in Forbes, Fortune, Modern Retail, and GQ as well as on Yahoo Finance and Bloomberg, among many other noteworthy media sources around the world.
For more information, visit uspoloassnglobal.com and follow @uspoloassn.
USPA Global is a subsidiary of the USPA and manages the global, multi-billion-dollar U.S. Polo Assn. brand. Through its subsidiary, Global Polo Entertainment (GPE), USPA Global also manages Global Polo TV, which provides sports and lifestyle content. For more sports content, visit globalpolo.com.