Executive Assistant - Urgent Hiring

The Executive Assistant provides high-level administrative support to the Chief Operating Officer. The

Executive Assistant’s responsibilities include a mixture of administrative, and secretarial tasks. This role

is responsible for both professional and personal tasks pertaining to the Chief Operating Officer. To be

successful in this role, you should be well-organized, have great time management skills and be able to act

without guidance.

Responsibilities:

Interact with travel agent to secure arrangements & reservations

Track and transfer travel awards points

Coordinate Ground transportation, greeters, dinner and other activities during travel

Create and Manage travel Itineraries. This position must be on call while he is traveling

Organize and update passports, licenses, global entry, and all travel accounts

Prepare, maintain, and update executive bios and headshots

Manage and organize the executives contacts

Screen incoming telephone calls; take and deliver accurate message.

Respond to requests by gathering and providing information

Sustain multiple daily calendars of meetings and events: Professional and Personal

Create, schedule and confirm Zoom meetings

Be responsive to emails/texts/phone calls with contact outside normal business hours

Act as gatekeeper: Manage staff and guests visits

Greet incoming guests and situate them in appropriate conference rooms

Organize all Tony Voter ticketing for the COO

Submit and track medical claims, EOB’s and reimbursements for the COO and his family

Maintain Medical testing and vaccination records for the COO and his family

Secure and update password login and account information

Organize Show Files

Open and Organize incoming and outgoing mail

Maintain vehicle insurance, parking, registrations, and other requirements

Prepare monthly expense reports for the COO

Performs additional duties as assigned

Assist with additional personal tasks as needed

​Qualifications:

These are the qualifications that are necessary for someone to be considered for the position:

• Bachelor’s Degree or higher

• Good character and willingness to work in a team environment.

• Advanced proficiency in Microsoft Office

• 5 years + of job-related experience.

• Must be a cognizant problem solver, and handle emergency situations.

• Strong Verbal and written communication skills

• A high degree of attention to detail

• Professional attitude and appearance

• Ability to be resourceful and proactive when issues arise

• Outstanding organizational skills

• Multitasking and time-management skills, ability to prioritize tasks

• Ability to function well in a high paced environment

• Manage sensitive matters with a high level of confidentiality and discretion

• Excellent communication and time management skills

Working conditions

The main office is centrally located at 1501 Broadway 14th floor. This position would work Monday

through Friday, 10am to 6pm. Ability to work some evenings and weekends may be required. This

position would be located in a professional high paced office environment.

Physical requirements

While performing the duties related to this job, the employee is regularly required to have visual acuity,

talk and hear while communication with executives and other staff members. This position requires

sitting, standing, bending, and walking. The employee may occasionally be asked to lift and/or move

items up to 10 pounds.

Other duties

This job description is not designed to cover or contain a comprehensive list of activities, duties or

responsibilities that are required of the employee. Other duties, responsibilities and activities may change

or be assigned at any time with or without notice.

Nederlander Productions provides equal employment opportunity. Discrimination of any type will not be

tolerated. All qualified applicants will receive consideration for employment without regard to race, color,

religion, sex national origin, sexual orientation, gender identity, disability, protected veteran status or any

other characteristics protected by state, federal and local law.