Administrative Assistant

Jamestown Management Corporation•New York, NY

5d•Onsite

About The Position

The Administrative Assistant provides senior administrative and operational support for One Times Square Operating Company. The role supports the COO with day-to-day business operations and provides administrative support to other executives on site. It manages office operations and helps teams plan and execute projects, while handling calendar management, supply ordering, project coordination, internal culture events, and hosting executive, lender, and VIP visits. The position calls for strong communication and prioritization skills, confidentiality, and professionalism. The work takes place in a fast-paced, dynamic environment. Regular attendance during standard working hours is important, but schedules may vary with business and event needs. The role may require adjusted schedules, travel, overtime, and evening, weekend, or holiday work. Walking and standing are required for part of the day, including walking throughout the attraction, and manual dexterity is needed to operate necessary equipment.

Requirements

At least 3 years of experience in executive support, office management, operations, or a similar role.
Proven project management skills and ability to run multiple workstreams while keeping people aligned.
Excellent written and verbal communication skills; comfort working with executives, vendors, and VIP guests.
Strong prioritization skills.
Service-minded approach 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, and project tracking software.
Flexibility and resourcefulness to shift 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.
Ability to work adjusted schedules, travel, overtime, and evening or weekend hours when needed to meet deadlines or attend special events.
Manual dexterity to use and operate necessary equipment.
Ability to walk and stand for part of the day, including walking throughout the attraction.
Regular attendance in conformity with standard working hours.

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.
Maintain day-to-day office operations, including workspace needs, vendors, deliveries, and supplies.
Order and manage supplies for all teams and track inventory, budgets, and vendor relationships.
Help operational teams plan and execute projects of varying sizes.
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.