Administrative Assistant

Administrative Assistant

American Dream, developed by Triple Five Group, is an unparalleled mix of world-class entertainment, retail, and dining, comprising more than 3 million square feet just minutes away from New York City in East Rutherford, New Jersey. American Dream is home to leading attractions, including DreamWorks Water Park, Nickelodeon Universe Theme Park, LEGOLAND Discovery Center, SEA LIFE Aquarium, Big SNOW Ski Hill, Dream Wheel a 300-foot observation wheel overlooking the NYC skyline, as well as attractions debuting soon such as The Game Room Powered by Hasbro and G.I. Joe Laser Tag. American Dreams immersive luxury shopping and dining experience The Avenue features Saks Fifth Avenue, Herms, Saint Laurent, Dolce & Gabbana, Carpaccio, a fine-dining Italian restaurant, and much more. The retail collection is further expanded with flagship locations for Aritzia, H&M, PRIMARK, Uniqlo, Sephora and Zara; as well as the Toys R Us global flagship, the only standalone location in the U.S, and the world's first and only "candy department store," IT'SUGAR.

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive administrative and personal support to a senior executive. This hybrid role blends traditional executive support with personal assistant responsibilities to ensure seamless management of both professional and personal tasks. This role will also serve as a backup to the Executive Assistant to the CEO, ensuring continuity and coverage as needed. The ideal candidate is resourceful, tech-savvy, thrives in a fast-paced environment, and anticipates needs before they arise.

Primary Responsibilities :

• Provide full calendar management, including scheduling, rescheduling, and prioritizing meetings across multiple time zones.
• Coordinate internal and external meetings and calls.
• Assist Executive Assistant with CEO's calendar.
• Help manage workflow by evaluating requests, determining urgency, filtering incoming demands, and escalating matters appropriately.
• Prepare agendas, take notes, and track follow-ups as needed.
• Handle confidential information with the highest degree of discretion.
• Order daily office lunches and manage recurring food and supply orders.
• Coordinate deliveries and office service requests.
• Schedule personal medical, dental, and wellness appointments.
• Track personal vehicle records including parking / traffic violations, inspection dates, registration renewals, and service appointments.
• Monitor EZ Pass accounts including balances, replenishments, and violation notices.
• Arrange personal errands such as returns, household appointments and reservations.
• Assist with family-related coordination when needed.
• Coordinate personal and business travel itineraries including flights, hotel reservations, car service, and activity planning.
• Track travel expenses and prepare reimbursements via Concur.
• Maintaining corporate credit card receipts and making notes on report.
• Issuing tickets on Roller platform (ticketing platform for American Dream owned attractions).

Desired Qualifications :

American Dream is an equal-opportunity employer and is committed to providing a workplace free from harassment or discrimination. All employment decisions are to be made without regard to race, color, age, gender, sexual orientation, religion, marital status, pregnancy, national origin / ancestry, citizenship, physical / mental disability, military status or any other basis prohibited by law.

Job Family : AD Pay Type : Salary Hiring Min Rate : 80,000 USD