Administrative Assistant

Jamestown; New York (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

Jamestown is seeking an Administrative Assistant for One Times Square to provide executive-level support to the COO and on-site leadership. You will manage calendars, coordinate projects, handle confidential communications, and support office operations and events.

The role emphasizes discretion, superb organization, and the ability to juggle multiple priorities across an iconic property and a dynamic team. Evening and weekend availability will be required as events dictate.

Qualifications

• 3+ years in executive support, office management, operations or a similar role.
• Proven project management skills: you can run several workstreams at once and keep everyone aligned.
• Excellent written and verbal communication; comfortable with executives, vendors and VIP guests.
• Sharp prioritization: you know what matters now and what can wait.
• A service mindset: you find joy in helping teams succeed.
• Absolute discretion and professionalism with confidential information.
• Fluent in calendar, email, and office tools (Google Workspace or Microsoft 365) and project tracking software.
• Flexible and resourceful; able to shift between small tasks and big initiatives without dropping details.
• Bachelor's degree or equivalent experience.
• Flexible schedule required, including evenings, weekends, and holidays based on the event calendar.

Responsibilities

• Executive and leadership support: manage calendars for the COO and senior leaders, prepare materials, take notes and track follow-ups.
• Office and supplies: keep the office running, manage vendors and day-to-day needs, track inventory and budgets.
• Operations and project support: plan and execute projects, own timelines and status updates, remove roadblocks.
• Culture and events: plan internal activities and events, support onboarding moments and team gatherings.
• VIP, lender and C‑suite visits: coordinate logistics, agendas, access and hospitality on-site.

Skills

Executive support

Project management

Communication

Discretion

Calendar management

Education

Bachelor's degree or equivalent experience

Tools

Google Workspace

Microsoft 365

Project tracking software

Job description

POSITION/LEVEL: Administrative Assistant

DEPT/OFFICE: One Times Square

DATE: November 2026

REPORTS TO: COO, One Times Square

FLSA STATUS: Non-Exempt

About Jamestown

Jamestown is a design-focused, vertically integrated real estate investment manager and service provider with over 40 years of experience and a mission to create places that inspire. Since its founding in 1983, Jamestown has executed transactions exceeding $40 billion. As of September 30, 2024, Jamestown has assets under management of $14.2 billion and a portfolio spanning key markets throughout the U.S., Latin America, and Europe. Jamestown employs more than 650 people worldwide with 11 global offices, including headquarters in Atlanta and Cologne. Current and previous projects include One Times Square and Chelsea Market in New York, Industry City in Brooklyn, Ponce City Market in Atlanta, Ghirardelli Square in San Francisco, the Innovation and Design Buildings in Boston and Lisbon, and Groot Handelsgebouw in Rotterdam. For more information, visitwww.jamestownlp.com.

About One Times Square

One Times Square is a 26-story building located at the intersection of 42nd Street, Seventh Avenue, and Broadway in the heart of Times Square. Originally built as the headquarters for the New York Times at the turn of the 20th century, the building is being reimagined as a modern-day destination for entertainment, technology, and art byJamestown. The building has been the focal point for the iconic Times Square New Year’s Eve Ball Drop Celebration since 1907 and continues to play a central role in the world’s New Year’s Eve traditions. For more information, visitwww.onetimessquare.com

JOB SUMMARY

The Executive Operations Manager serves as the senior administrative and operational support professional for One Times Square Operating Company. This position provides executive-level support to the COO in running the day-to-day business operations of One Times Square, and administrative support to all other executives on site. This role manages office operations, and helps teams execute projects of all sizes. Responsibilities span calendar management, supply ordering, project coordination, internal culture events, and hosting C‑Suite, lender and VIP visits.

This role requires strong communication and prioritization skills, and a high level of confidentiality and professionalism.

Executive and leadership support

• Manage calendars for the COO and senior leaders: scheduling, prioritizing, protecting focus time
• Prepare meeting materials, take notes, and track follow-ups to completion
• Handle confidential information, correspondence and requests with full discretion

Office and supplies

• Keep the office running: workspace, vendors, deliveries, and day‑to‑day needs
• Order and manage supplies for all teams; track inventory, budgets and vendor relationships

Operations and project support

• Help operational teams plan and execute projects of every size, from quick turnarounds to multi‑week initiatives
• Own project timelines, owners and status updates; flag risks early
• Remove roadblocks so teams can focus on their work

Culture and events

• Plan and run internal culture activities and events in partnership with HR
• Support onboarding moments, celebrations, and team‑wide gatherings

VIP, lender and C‑suite visits

• Coordinate logistics for executive, lender and VIP visits: agendas, access, hospitality, and on‑site flow
• Be a polished, calm point of contact before, during and after each visit

MINIMUM QUALIFICATIONS REQUIRED

Experience:

• 3+ years in executive support, office management, operations or a similar role (adjust to seniority of title)
• Proven project management skills: you can run several workstreams at once and keep everyone aligned
• Excellent written and verbal communication; comfortable with executives, vendors and VIP guests
• Sharp prioritization: you know what matters now and what can wait
• A service mindset: you find joy in helping teams succeed
• Absolute discretion and professionalism with confidential information
• Fluent in calendar, email, and office tools (Google Workspace or Microsoft 365) and project tracking software
• Flexible and resourceful; able to shift between small tasks and big initiatives without dropping details
• Bachelor's degree or equivalent experience
• Flexible schedule required, including evenings, weekends, and holidays based on the event calendar.

JOB FUNCTIONS, KNOWLEDGE, SKILLS and WORKING CONDITIONS

Regular attendance in conformity with standard working hours is imperative to the successful performance of this position. Due to the cyclical nature of the travel and tourism industry, employees may be required to work varying schedules to reflect the needs of the attractions and other businesses.

Employees must comply fully with the company rules and regulations for the safe and effective operation of the attraction and other businesses. The physical demand requires manual dexterity to use and operate all necessary equipment. Walking and standing are required for a portion of the day, including walking the entire attraction. The length of time these tasks take may vary from day to day.

Working Conditions

The candidate must be able to work in a fast‑paced, dynamic environment. To meet deadlines or attend special events, responsibilities may require an adjusted work schedule, travel, overtime, and evening/weekend hours.

At Jamestown LP, we are committed to fostering a workplace where all employees feel valued, supported, and empowered to succeed. We believe that a strong, dynamic team is built on a foundation of fairness, transparency, and opportunity for all. We are proud to be an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic outlined by federal, state, or local laws. We are dedicated to attracting, developing, and retaining a workforce that reflects the diverse communities in which we operate.