Administrative Assistant

Jamestown•New York, NY

6d•$34 - $41•Onsite

About The Position

The Executive Operations Manager serves as the senior administrative and operational support professional for One Times Square Operating Company. The position provides executive-level support to the COO in running day-to-day business operations and administrative support to other executives on site. The role manages office operations and helps teams execute projects of all sizes, with responsibilities including calendar management, supply ordering, project coordination, internal culture events, and hosting C-suite, lender, and VIP visits. It requires strong communication and prioritization skills, confidentiality, and professionalism. The successful candidate works in a fast-paced, dynamic environment and may need to adjust their schedule, travel, or work overtime and evenings or weekends to meet deadlines or support special events. Regular attendance in conformity with standard working hours is imperative, though schedules may vary with the needs of the attraction and related businesses. The role involves manual dexterity to operate necessary equipment and walking and standing for part of the day, including walking the entire attraction.

Requirements

At least 3 years of experience in executive support, office management, operations, or a similar role.
Proven project management skills, including the ability to manage several workstreams simultaneously and keep stakeholders aligned.
Excellent written and verbal communication skills, with comfort interacting with executives, vendors, and VIP guests.
Strong prioritization skills.
A service mindset and enjoyment of helping teams succeed.
Absolute discretion and professionalism when handling confidential information.
Fluency with calendar, email, and office tools such as Google Workspace or Microsoft 365, as well as project tracking software.
Flexibility and resourcefulness, with the ability to move between small tasks and large initiatives without losing details.
Bachelor's degree or equivalent experience.
Flexible schedule, including evenings, weekends, and holidays based on the event calendar.
Ability to work in a fast-paced, dynamic environment and adjust work schedules, travel, or work overtime and evening or weekend hours when required.
Manual dexterity to use and operate necessary equipment.
Ability to walk and stand for part of the day, including walking the entire attraction.

Responsibilities

Manage calendars for the COO and senior leaders, including scheduling, prioritizing, and protecting focus time.
Prepare meeting materials, take notes, and track follow-ups through completion.
Handle confidential information, correspondence, and requests with discretion.
Manage office operations, including workspace, vendors, deliveries, and day-to-day needs.
Order and manage supplies for all teams, track inventory and budgets, and maintain vendor relationships.
Help operational teams plan and execute projects ranging from quick turnarounds to multi-week initiatives.
Manage project timelines, owners, and status updates, and flag risks early.
Remove roadblocks so teams can focus on their work.
Plan and run internal culture activities and events in partnership with HR.
Support onboarding activities, celebrations, and team-wide gatherings.
Coordinate logistics for executive, lender, and VIP visits, including agendas, access, hospitality, and on-site flow.
Serve as a polished, calm point of contact before, during, and after visits.
Comply with company rules and regulations for the safe and effective operation of the attraction and other businesses.