Executive Assistant to the Chair

About Chelsea Piers:

At Chelsea Piers you will find colleagues who are passionate about what we do. Careers at Chelsea Piers offer unmatched facilities and proven career growth opportunities for people who are passionate about transforming the lives of our community through sports, fitness, and event experiences. All employees receive a complimentary membership to Chelsea Piers Fitness and the Calm App, access to LinkedIn Learning, paid safe/sick time, and other exciting venue benefits. Full-time employees also receive medical, dental, and vision insurance; FSA savings; 401(k) matching; paid time off; tuition assistance, and more.

About the Opportunity:

Chelsea Piers seeks an Executive Assistant to the Chairman. In this role, you will be primarily responsible for managing the calendar, emails, appointments, and calls for the Chairman. You will also support the greater Chelsea Piers Management team with administrative work for various projects.

As the Executive Assistant to the Chairman, you will be expected to:

• Manage day-to-day information flow, including all files and documents, coming and going from the Chairman’s office
• Oversee all components of the Chairman’s schedule, travel (including but not limited to itineraries, logistics, etc.), relationships, and expenses
• Manage all correspondence for the Chairman and Chairman’s office, internally and externally
• Digitize files including but not limited to scanning, indexing, and archiving documents
• Respond, as appropriate, to correspondence and email on behalf of the Chairman
• Manage and maintain office organization and systems, mail, and other office management
• Compile expense reports; proofread, edit and word process documents and reports
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information
• Support various departments in the management office as follows:
• Support People Operations Department with administrative duties including but not limited to, data entry and organization, event organization and logistics, recruiting
• Ad hoc work on People Operations special projects related to recruiting, performance management, onboarding, employee resources, document filing etc.
• Assist with administrative processes for the Chelsea Piers Foundation including submitting onboarding paperwork for agreements and payments, tracking account payable requests, scheduling routine Board and committee meetings
• Support the Chelsea Piers Foundation Executive Director with event planning and logistics
• Administer Chelsea Piers Foundation online applications and scholarship reporting: process scholarship applications and work with venue registration offices to review applications
• Support Chelsea Piers Foundation data collection and annual audit process
• Support the Director of Brand Partnerships on efforts related to prospecting and data management
• This is not comprehensive list of responsibilities. Other duties will be assigned

About You:

You have 3-5 years of experience in a similar role supporting a C-suite level executive. You are looking to broaden your professional experience by supporting different parts of the businesses. You have experience using discretion and good judgement.

• Demonstrated experience with scheduling, managing a calendar, planning travel, expense reports, and handling sensitive information
• Excellent communication and time management skills
• Experience answering and monitoring phone lines, emails, and appointments
• Ability to effectively prioritize and multi-task
• A positive attitude and high level of flexibility and dependability
• Ability to anticipate issues and needs and take initiative to respond appropriately
• Works well independently
• High level of professionalism, diplomacy, and discretion
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)

This position is based at Chelsea Piers in New York, New York

Chelsea Piers is an Equal Opportunity Employer