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 overlook the NYC skyline, as well as attractions debuting soon such as The Game Room Powered by Hasbro and G.I. Joe Laser Tag. American Dream’s immersive luxury shopping and dining experience – The Avenue – features Saks Fifth Avenue, Hermès, 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.

For more information on American Dream, visit www.americandream.com or find us on Instagram @americandream and TikTok @americandream_official.

Key Objective(s):
The main purpose of the Administrative Assistant is to support the Executive Assistant to CEO in the day-to-day handling of all Executive. Responsibilities include managing calendars, making travel arrangements, and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. Ultimately, this position contributes to the efficiency of our business by providing timely support to the Executive members.

Primary Responsibilities:

• Heavy calendar management in a very fast-paced environment.
• Extensive meeting coordination via a very active calendar of appointments.
• Acting as support to the Executive Administrators and Executives, while working with employees, clients, and other external partners.
• Managing information flow in a timely and accurate manner.
• Assisting in the management of CEO, and Executives to keep schedule on-track with appointments, meetings, and calls.
• Implement and manage projects to increase firm efficiency and performance
• May require some off-hours support.
• Supporting CEO with daily administrative tasks, projects, and initiatives.
• Assisting the ownership group with personal appointments, drafting emails/letters, technical support, etc.
• Recording vehicle violations and working with authorized vendor for discount.
• Submit spreadsheet for approval by leadership and request check from Finance to send by mail to authorized vendor
• Contact drivers about their violations to make them aware of occurrences
• Managing current EZ Pass account (IPS)- Disputing violations/adding removing vehicles
• Updating Manchester Leasing spreadsheet with driver’s tag and vehicle information
• Scanning and filing correspondence (Auto Insurance, vehicle violations, EOBs, credit card statements, etc.)
• Maintaining Corp Amex receipts and making notes on report
• Ordering office lunch
• Greeting guests and setting up conference rooms for meetings
• Issuing tickets on Roller platform (ticketing platform for American Dream owned attractions).
• Reconcile Expense Reports
• Print latest lease plans

Desired Qualifications:

• Have 3 years previous experience as an Assistant, but interested in growing their career
• Previous experience with project management is a plus
• Must have the ability to remain calm under pressure and adapt to changing requests
• Must maintain a positive work attitude, especially with shifting priorities
• Must be detail-oriented, have excellent organization and time management skills
• Must have previous experience managing domestic and international travel arrangements
• Must have experience with Microsoft Office
• Extreme professionalism working with all levels of an organization, team player

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.