Executive Assistant to COO

Turning Stone Resort Casino - Verona, NY

Full-time - Mid Level

Verona, NY

Administrative and Support Services

About the position

The Executive Assistant to the COO provides high-level administrative support, managing the COO's schedule, communications, and various clerical functions. This role is essential for ensuring the COO's daily operations run smoothly and efficiently, requiring a proactive approach to scheduling, correspondence, and project management.

Responsibilities

• Provide executive-level administrative support to the COO.
• Maintain an accurate and detailed calendar for the COO, managing scheduling requests and conflicts.
• Answer and respond to phone calls and emails on behalf of the COO, relaying important messages.
• Keep the COO informed of time-sensitive issues and ensure appropriate follow-up.
• Screen inquiries with tact and diplomacy, routing calls as necessary.
• Track the COO's tasks and projects to prioritize effectively.
• Greet and interact with executive visitors and high-profile guests.
• Transcribe confidential dictation as required.
• Compose, prepare, edit, and proofread executive-level correspondence and documents.
• Handle confidential and sensitive information with discretion.
• Maintain comprehensive and accurate records.
• Track and reconcile monthly credit card statements and submit expense reports.
• Process and track invoice payment requests and approvals.
• Make travel arrangements for the COO and others as needed, preparing travel schedules and agendas.
• Perform various clerical tasks such as printing, mailing, copying, and electronic filing.
• Be responsive to communications outside of normal business hours.
• Establish and maintain professional relationships with team members and partners.
• Assist in organizing meetings, conferences, and executive events, ensuring all materials are prepared in advance.
• Perform other duties as assigned.

Requirements

• Bachelor's degree or equivalent experience required.
• 5+ years of office administration experience supporting C-Level Executives.
• Ability to maintain confidentiality and demonstrate discretion.
• Highly comfortable working with Apple products.
• Strong skills in Microsoft Office suite, including Word, PowerPoint, and Excel.
• Strong analytical and organizational skills.
• Clear and concise written and verbal communication skills.
• Ability to quickly learn new systems.
• Collaborative and service-oriented mindset.
• Outstanding attention to detail and commitment to follow through.
• Flexibility with working hours as required by the business.
• Ability to establish priorities and meet objectives while working collaboratively.
• Ability to work independently and multitask effectively.
• High energy and results-oriented individual.

Benefits

• Comprehensive medical, dental, and vision plans.
• 401(k) plan for financial security.
• Life insurance coverage.
• Parental benefits and adoption assistance programs.
• Paid time-off program including paid holidays.
• Wellness programs to promote health and well-being.
• Career path planning and continuing education initiatives.