Executive Assistant

Legends - New York, NY (30+ days ago)3.9


EXECUTIVE ASSISTANT - ONE WORLD OBSERVATORY (NEW YORK, NY)

THE COMPANY

Legends is a holistic agency that specializes in delivering solutions for legendary brands. We approach each project with our 360-degree service solution. Our Global Planning, Global Sales, and Hospitality service solutions collaborate on every project to ensure success across each of our six verticals including professional sports, collegiate, attractions, entertainment, international, and conventions.

Our intellectual property is our people. It's our expertise that makes up Legends. We know what it's like to be on the team, business, or athletic department side, which drives our passion in creating solutions for our partners. Collectively, our leadership has over 300 years of experience in sales and sponsorship, analytics and valuation, hospitality and operations.

LEGENDS ATTRACTIONS

Global Attractions is the newest business vertical and is quickly expanding. Starting with One World Observatory sitting high above Manhattan at the top of the tallest building in the Western hemisphere and now expanding all over the world, the Attractions vertical brings together all of Legends 360-degree capabilities to develop unparalleled experience in one awe-inspiring space, featuring some of the most spectacular views and newest technology around the world. For each location, we operate the tour experience, ticket sales, hospitality offerings, special events, and sponsorship - all to elevate the guest experience at the top. Some of the venues include One World Observatory in NYC, OUE Skyspace in LA, The Observation Deck at CEB Tower, The View at the Shard in London, Sky View Observatory in Seattle, Skyrise Miami, and more.

ONE WORLD OBSERVATORY

Positioned at the top of One World Trade Center, the tallest building in the Western Hemisphere, on levels 100, 101, and 102 – One World Observatory provides guests with unique, panoramic views of New York City, its most iconic sites, and surrounding waters from 1,250 feet. A customized guest experience complements the seemingly endless views - which evoke feelings of the City’s signature pride, hope and determination - including special interactive experiences and dining options, plus a sit-down restaurant.

In 2016, One World Observatory received awards and recognition from the Concierge Choice Awards (Winner: Tourist Attraction), Themed Entertainment Association (Thea Awards for Outstanding Achievement), TripAdvisor (Top U.S. Trending Summer Attraction), and Lonely Planet (Favorite Online Listing).

THE ROLE

This position performs a variety of administrative and support functions, including scheduling appointments and meetings, confirming meetings and organizing travel arrangements for the Managing Director of One World Observatory. The role serves as a representative for the Managing Director in response to clients, associates and industry affiliates.

RESPONSIBILITIES

Primary responsibilities are focused on maximizing the schedule of the Managing Director and organizing appointments, while vetting calls and inquiries related to site visits, property tours, special event requests and restaurant availability.
Coordinate and organize presentation materials related to the annual budget, quarterly business reviews and other scheduled meetings as needed.
Draft letters, reports and other correspondence in a timely, accurate manner.
Maintain the Managing Director’s database on contacts and managing all regular correspondence and ensure information is current and accurate.
Provide routine information regarding events, operations, policies and procedures for various departments within the unit.
Maintain a variety of files and records of information (e.g. event files, expense records, personnel files, etc.).
Prepare various schedules and maintain Managing Director’s calendar as required.
Enforce and implement corporate policies and procedures and remain well informed of all office functions on a daily basis.
Meet with vendors and clients when assistance is needed from other departments
Assist marketing department with projects and daily tasks
Help with corresponding emails for events department and provide general information to clients
Maintain and order all necessary supplies and materials for the offices using corporate programs.
Serve as keeper of the records for all current and closed files within the office.
Maintain all necessary contracts, lease agreements, etc. for office equipment including copiers, computers & software.
Perform other related duties, tasks and responsibilities as required from time to time

QUALIFICATIONS

To perform this job successfully, the successful candidate must be able to perform each essential duty above at the highest levels. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Required:
College Degree preferred
Two years of experience in office management principles and procedures or comparable work experience.
Experience in Tour and Travel or the Hospitality Industry is a plus.
Work independently, exercising judgment, and initiative.
Excellent verbal and customer service skills.
Knowledge of MS Office and excellent typing skills.
Ability to participate in a team environment.
Ability to understand written and oral direction and communicate same with others.

Mobility is needed to attend various meetings and events. Hours may be extended or irregular to include nights, weekends and holidays. Travel may be required.

COMPENSATION

Competitive salary, commensurate with experience, and a generous benefits package that includes: medical, dental, vision, life and disability insurance, paid vacation, and 401k plan.