Executive Office Assistant

Turning Stone Enterprises; Town of Verona (NY); On-site; USD 50,000 - 105,000; Full time

Job summary

Join a dynamic organization as an Executive Office Assistant, where you will play a crucial role in supporting the Chief Operating Officer. This position offers a fast-paced environment where your organizational skills and ability to handle confidential information will shine. You will be responsible for managing schedules, coordinating meetings, and fostering effective communication across departments. With a focus on guest service and professional growth, this is an opportunity to thrive in a supportive team-oriented atmosphere. The company values positivity and offers a range of benefits to ensure your well-being and career advancement.

Benefits

Paid Time Off

Tuition Assistance

Quality Healthcare

401(k) Retirement Plan

Discounts on Dining

Wellness Programs

Onsite Medical Center

Qualifications

• 3+ years of experience in administrative roles.
• Ability to maintain confidentiality and discretion.
• Experience interfacing with executive management.

Responsibilities

• Manage the Chief Operating Officer's schedule and meetings.
• Organize and maintain meeting materials and files.
• Act as a liaison between executives and stakeholders.

Skills

Administrative Support

Microsoft Office Suite

Verbal Communication

Organizational Skills

Confidentiality

Education

High School Diploma

Associate Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

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The Executive Office Assistant will be experienced in handling a wide range of administrative and executive support-related tasks. The Executive Office Assistant will be a highly resourceful, polished and professional team player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The individual will have the ability to exercise good judgment in a variety of situations, with strong verbal communication, and administrative, and organizational skills.

What you will do as an Executive Office Assistant:

• Ensure Chief Operating Officer keeps his or her daily schedule and works closely with the Chief Operating Officer’s Executive Assistant to update his or her schedule, reschedule, and update meetings and schedule accordingly.
• Work closely with the Chief Operating Officer’s Executive Assistant to ensure that the Chief Operating Officer everything that s/he needs for meetings and events, including meeting materials, setting up meeting rooms, and connecting offsite meeting participants prior to meeting or event starting.
• Represent the Chief Operating Officer by welcoming visitors and answering telephones.
• Copy, organize and manage meeting materials (agendas, supporting documents, background materials, etc.) in advance and following meetings (next steps, action items, notes, etc.).
• Scan, organize and maintain meeting materials and files (physical and electronic).
• Oversee, collect and coordinate review of mail and other hard copy correspondence.
• Organize the Chief Operating Officer’s office and refill office supplies.
• Work closely with Chief Operating Officer’s Executive Assistant, Executive Accounts Manager, Events, Food & Beverage, IT and Event Technology departments to coordinate meeting and event logistics (arranging local transportation, on-site hotel accommodations for guests, ordering food and beverages, arranging and confirming room set-up and organizing printed meeting materials) to ensure successful onsite meetings and executive events.
• Act as a liaison between executives and internal/external stakeholders, fostering strong relationships and facilitating effective communication across departments.
• Handle sensitive information with the utmost confidentiality and professionalism. Exercise discretion in all interactions and communications.
• Provide exceptional service to guests, team members and business partners. Address inquiries and resolve issues promptly, maintaining a positive image.
• Work closely with other team members and departments to facilitate communication and collaboration. Foster a positive work environment by supporting team members and contributing to team goals.
• Identify issues and challenges proactively, offering solutions and alternatives. Demonstrate critical thinking skills to address problems effectively and efficiently.
• Adjust to changing priorities and demands in a fast-paced environment. Demonstrate resilience and the ability to pivot when necessary to meet organizational needs.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or executives as needed.
• This role requires an on-site presence to support close collaboration.

Who We Are:

We are Turning Stone Enterprises, a dynamic organization with a diverse range of business operations. Among our prominent offerings is the Turning Stone Resort Casino, which has received the prestigious Best of New York Gaming Resort award for an impressive six consecutive years. Complementing this flagship property, we operate satellite casinos like YBR Casino & Sports Book, Point Place Casino, and The Lake House at Sylvan Beach. Beyond gaming and hospitality, our portfolio also includes convenience stores, three 18 hole PGA-level golf courses, and other unique ventures.

To be successful as an Executive Office Assistant, you'll need:

• Must have at least 3 years’ experience as an administrative assistant or equivalent.
• Ability to maintain confidentiality and demonstrate discretion.
• Experience interfacing directly with executive management is essential.
• Strong Microsoft Office suite skills including Microsoft Word, PowerPoint, and Excel.
• Ability to maintain presence under pressure.
• Consistently demonstrates clear and concise written and verbal communication skills.
• Ability to stand/walk for long periods of time and lift up to 11-20 pounds.

What we value:

• Positivity – Team members who are passionate to learn, energetic to hit the ground running and willing to grow in a professional, team-oriented environment with a focus on guest service.
• Growth Opportunities – We offer a successful journey, including hands-on training and support to advance your career.
• Empowerment – We believe in our team members. With learning opportunities, career growth potential and recognition of outstanding performance, we encourage our team to take pride in their work.

Why choose Turning Stone Enterprises?

• Variety of schedules
• Paid time off
• Tuition assistance
• Discounts from dining to fuel to concerts
• Quality healthcare and dental benefits
• A robust 401k retirement plan
• Finance Scholarship Program

Why You Will Appreciate Us:

At Turning Stone Enterprises, we prioritize the well-being and professional growth of our team members by offering an extensive array of benefits. From comprehensive medical, dental, and vision plans to a 401(k) and life insurance, we ensure your health and financial security. Our work-life balance support includes paid time off, paid holidays, and team member assistance programs. We’re also committed to wellness, with various programs and an upcoming 5,000-square-foot onsite medical center.

With over 4,500 team members across Central New York, we focus on delivering exceptional experiences for both our guests and staff. Our resources include training programs, complimentary shuttles, and career development initiatives, helping you reach your professional goals. Whether you're starting your career or advancing it, join us for a rewarding journey of growth and success at Turning Stone Enterprises. We look forward to welcoming you to our team!

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Gambling Facilities and Casinos and Hospitality

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Inferred from the description for this job

Medical insurance

Vision insurance

401(k)

Tuition assistance

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