Administrative Assistant

Administrative Assistant

At LEGOLAND New York Resort Earn AWESOME Benefits , Build AWESOME Memories, and Make an AWESOME Difference. With our Theme Park, Hotels, Mini-Land and more - the opportunities here at LEGOLAND are endless!

Scope of Job

Serves as point of contact and acts as representative for

Divisional Director both internally and externally to contacts,

agencies, government officials and local business community. Performs

project management work as well as administrative and organizational

operational support. Ability to process sensitive and complex material,

analyze and distill information into a presentable and logical format.

Key Objectives

• Evaluate courses of action and makes decisions regarding appropriate responses to contacts, including referral to others as needed.

• Acts as a resource, point of contact, and information source; serves as representative in response to incoming and outgoing internal and external affairs.

• Take on all levels of responsibility from clerical to data analysis and project management.
• Professional demeanor while building effective casual relationships both within LEGOLAND NY Resort and in the community.
• Ability to develop and deliver presentations as well as set up for meeting and perform all levels of tasks.
• Requires ability to interpret information and present key ideas in a cohesive manner with little direction.

• Coordinate schedules, travel and logistics for meetings of project team and key Merlin personnel.

Main Responsibilities

• Drafts or writes letters, e-mails, and reports to support communications, planning, organizational, policy and other initiatives.
• Arranges and coordinates meetings, conferences, conference calls, domestic and international travel, and the visits of company VIPs and other key executives including accommodations and transportation.
• Prepares itineraries, maintains schedules and calendars, and prepares agendas and support materials for meetings.
• Takes minutes of meetings and maintains confidential records and files.
• Possesses ability to be proactive and self-motivating and initiates organizing executive office files.
• Develops and implements systems, methods and procedures to track and manage contacts, projects, information, and records.
• Utilizes initiative, organizational, and follow-through skills to ensure timely and appropriate response, follow-up and closure.
• Continuously evaluates administrative support systems to increase productivity and improve operational effectiveness.
  
• Serves as a sparring partner, advisor and confidant to assist the Divisional Director in the management of people, facilities, financial, and corporate affairs.
• Must be able to take information and summarize into presentations to convey key messages.
• Prepares and coordinates requests for information, key tasks, projects and other activities to support the management function.
• Provides support to the Director team as needed for projects and special assignments.
• 
  Manages Administrative and Travel & Expense budget while providing general office operational support for LLNYR including office management, supervision of the reception area and mail room, seating charts, and policies and procedures.
• Assists other divisions, as requested, in operational tasks and special projects.
• 
  Support of Senior Leadership Team including tracking strategic objectives and goals, detailed calendarization of meetings, meeting minutes, setting agendas and objective alignment for key meetings, and conducting timely follow up.
• 
  Assists in creating communications for Employees including monthly newsletters, quarterly organization-wide meetings, weekly Resort updates, and manages the Employee Communication calendar to properly track important messages within the Resort.

Skills, Experience & Qualifications

Requires at least eight years of progressive administrative

experience, with at least five years working directly for a top manager

or corporate executive. Some college or post-secondary education

preferred.

Requires excellent people skills, including strong interpersonal

skills, the ability to build and maintain positive and supportive

working relationships, and excellent customer service skills. Must be

able to maintain an approachable and friendly demeanor with competing

priorities and demands. This position requires the incumbent to be

flexible, adaptable, responsive, and able to work effectively with

multiple priorities and diverse work styles. Requires excellent

judgment, discretion, and the ability to maintain confidentiality.

This position requires exceptional verbal and written

communication skills. Effective organizational and problem-solving

skills with the ability to set-up, automate and track contacts, data and

information required. Must be able to self-initiate activities,

coordinate tasks, and exhibit strong project management and follow-up

skills.

Requires intellectual and analytical skills to take information

and distill key messages without supervision. Requires independent work

ethic and strong thinking skills. Strong computer skills are necessary;

expertise in Microsoft Office products (Word, Access, Excel, PowerPoint)

and other PC software required. Knowledge of office support functions

and equipment required.

Must be willing to work flexible hours, including evenings and

weekends to support park operations. Must have valid drivers license,

safe driving record, and be willing to utilize own vehicle for business

purposes. Must be willing to travel locally and regionally to conduct

business, and occasional travel within the U.S. and internationally.

The Perks

Here at Merlin, we do it all for the love of FUN and if that wasnt enough, we also have these magical benefits, exclusive to our awesome employees; Merlin Magic Pass which give you free admission to Merlin attractions, discount in our retail shops and restaurants, opportunities for career development within our exciting global organization, and much more!

Who We Are

We're part of the Merlin Entertainments family - linking us to iconic brands such as Madame Tussauds, The London Eye, SEA LIFE and much more!

Here at LEGOLAND New York Resort We thrive on innovative thinking and big ideas!!! For that reason, this job description is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with this role. We create magic and invaluable experiences for our guests every day, and while this job description is intended to be an accurate reflection of what you will do here with us, we cannot guarantee you that creating magical moments wont come with new and amazing adventures that can make your day different! Come work with us and you will see how at LEGOLAND New York Resort no two days are the same.

Everyone Matters at Merlin.

At Merlin we welcome the world to our magical attractions and resorts every day and we want to reflect that same multicultural mix inside our business too. We strive to create an inclusive and diverse workplace where people can be themselves, have the same opportunities and thrive together. Because at Merlin, everyone matters! Together, we work to create a workplace where everyone feels valued, no matter their age, race, gender, disability, protected veteran status or sexual orientation. Although we understand that we'll always be learning and growing, we aim to be the most inclusive and flexible employer in our industry.