Executive Assistant to the COO

4 weeks ago

Vernon, United States Turning Stone Enterprises Full time

The position: The Executive Assistant will provide executive-level, diversified administrative support to the COO by fielding information requests, and performing clerical functions such as preparing correspondence, receiving executive visitors, arranging and scheduling meetings.

This is an on-site role based in Verona, NY.

So, what will you be doing as the Executive Assistant to the COO?

  • Work directly with the COO provide high-level executive support for all aspects of his daily work routine and schedule
  • Maintain an accurate, complex and detailed calendar for COO, manage and log incoming scheduling requests, re-schedule meetings upon request, and proactively communicate changes, send reminders, and anticipate and respond to scheduling conflicts.
  • Answer and respond to phone calls and emails on behalf of the COO, and communicate messages and pertinent information to the COO.
  • Keep the COO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
  • Receives and screens a variety of inquires with tact and diplomacy, taking messages, and routing calls appropriate for resolution
  • Track COO's tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments.
  • Greet and interact with executive visitors and high-profile guests.
  • Transcribe confidential dictation as required.
  • Compose, prepare, edit and proofread executive-level letters, routine correspondence and documents.
  • Handle a wide variety of confidential and sensitive information.
  • Maintain comprehensive and accurate records.
  • Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner.
  • Process and track invoice payment requests and approvals.
  • Make travel arrangements for COO and others as requested; Prepare and distribute travel schedules and agendas.
  • Print, mail/overnight packages, copying, electronic filing.
  • Be responsive to emails/texts/phone calls including outside of normal business hours.
  • Ability to properly maintain refined and professional rapport with Oneida Nation members, team members, business and community partners, and guests.
  • Establish and maintain harmonious working relationship with executives, senior leadership and other team members, ensuring and demonstrating effective collaboration.
  • Assist with organizing meetings, conferences, and other executive events, including identifying and securing locations, arranging for catering and IT support, etc.; Ensure agendas and background materials are prepared, accurate and ready in advance of meetings.
  • Performs other duties as assigned.

Skills, Experience, Attributes you will need to be successful:

  • Bachelor's degree or equivalent experience required with 5+ years of office administration experience supporting C-Level Executives
  • Ability to maintain confidentiality and demonstrate discretion
  • Highly comfortable working with Apple products
  • Strong Microsoft Office suite skills including Microsoft Word, PowerPoint, and Excel
  • Strong analytical and organizational skills
  • Consistently demonstrates clear and concise written and verbal communication skills
  • Demonstrated ability to quickly gain command of new systems
  • Collaborative and service-oriented
  • Outstanding attention to detail and commitment to follow through
  • Ability to be flexible with working hours when required by the business
  • Ability to establish priorities, work collaboratively, and meet objectives
  • Ability to work independently with strong ability to multitask
  • High energy, results-oriented individual with ability to function effectively
  • Possess common sense, compassion, and a desire to learn

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, a recipient of 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.

Why You Will Appreciate Us:

We pride ourselves on offering an extensive array of benefits designed to enhance the well-being and professional development of our team members. These benefits include comprehensive medical, dental, and vision plans, providing you with peace of mind regarding your health. We support your financial future with a robust 401(k) plan and offer the security of life insurance coverage.

Our commitment to work-life balance and family support is demonstrated through our parental benefits and adoption assistance programs. You'll also enjoy our paid time-off program, which includes paid holidays. At Turning Stone Enterprises, your wellness is a priority, and we offer various wellness programs to ensure you're at your best. Moreover, we understand the importance of career growth. Our career path planning and continuing education initiatives are tailored to assist employees in achieving their professional aspirations. Join us at the Turning Stone Enterprises, where professionalism meets friendliness, and together, we'll embark on a journey of growth and success. We eagerly anticipate the opportunity to welcome you to our team.

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