Position Details

  • Project: Concacaf Nations League, Gold Cups and overhead
  • Company: Host Broadcast Services LLC (HBS)
  • Department: Finance & Administration
  • Reports to: Head of Finance & Administration
  • Grade: Assistant
  • Place of work: Based in Miami
  • Start date: 15 May 2023
  • Type of contract: Full time

Roles & Responsibilities

Under the direction of the Head of Finance and Administration, the Office and Administration Assistant is responsible for providing day-to-day support to the Head of finance and administration. As such, he/she is taking care of all operational tasks related to finance, payroll and office management and providing first-level support to questions/queries in relation to finance and administration.

 Finance 30%
  • Receive and check suppliers’ invoices (third-party production companies, independent contractors with contracts / POs and coordinate internal approvals from the Head of Production and MD when needed.
  • Receive and check expenses reports and credit card statements for local employees
  • Coordinate and organize company credit cards float
  • Monitor expenses from each credit card during Gold Cup event-time, provide support if needed, and ensure that company is not overreaching the credit limits
  • Liaise with HBS Accounting & Controlling and accounting services provider, Jade Fiducial
  • Ensure that all necessary Finance paperwork (original invoice, act of acceptance) is received, transmitted and archived
  • Prepare internal reports (monthly closing, specific audit request, repetitive reports)
  • Support the preparation of reports for presentation to clients, especially Concacaf
  • Assisting employees with reimbursement of expenses in mobile expenses, as well as production consultant when needed
  • Drafting and generating purchase orders for production equipment and production services
  • Dealing / organizing an efficient filing system for supplier’s invoices/bank statements/ expense reports/POs, etc..
  • Keeping HBS’ procurement database up to date (production companies, independent contractors),
  • Monitor days worked by independent contractors
  • Assisting with ad hoc requests/needs during the Gold Cup event time
Payroll & HR 20%
  • Assisting with the monthly payroll : checking salary data, updating the employee data in the payroll system in order to maintain and update payroll information
  • Ensuring other benefits are up to date (health insurance, pension plan, bonus…)
  • Management and follow-up of absences : holidays, compensation days, sickness
  • Creation of newcomer accounts on the various HR tools.
Office Management 50%
  • Coordinating logistics for the U.S. employees and visitors
  • Keep track of travels dates/time spent in other states/in the U.S. by international contractors /Maintain Calendar of events
  • Supporting the Accreditation process for CONCACAF Gold Cup 2023
  • Dealing with the day-to-day relationship with the office landlord (need for extra office time, booking rooms, etc.)
  • Responsible for office equipment and supplies (liaise with IT department in Paris office when needed)
  • First point of contact for HBS visitors, courier coordination, mail distribution, organizing meetings, booking restaurants, etc., if needed
  • Dealing with the company phones contract/payment of the monthly bill


HBS is offering additional benefits :

  • Medical, Dental and Vision insurance
  • 401(k) Retirement Plan
  • Complimentary Parking
  • Paid Time Off and Holiday Pay

And an energizing Employee Culture where you are encouraged to be your true self !

Profile & Requirements

Position Relevant Skills: (Education / Work Experience, IT)
  • Work experience: minimum 2 years
  • Familiar and comfortable with finance and HR tools and systems
  • Good Excel skills
  • Education: Bachelor’s Degree
  • Right to work in the U.S. is mandatory
Key Interactions:
  • HBS Accounting, Controlling, HR, Legal

HBS is looking for people who enjoy working in a fast-paced international environment, are highly customer service oriented, can learn quickly, have a strong sense of responsibility, and who work well as part of a team. In addition, a hands-on approach, flexibility, and the ability to work under pressure are required.

How to Apply

  • Please apply to find out more. We consider every application and will respond as soon as possible. We are committed to equal opportunities.
  • Please send your resume by email to the HBS HR Department: hbsrecruitment@hbs.tv.