Executive Assistant – Engineering & Physical Plant

Job Requirements Starting Salary: $85,000 yearly The Executive Assistant – Engineering & Physical Plant is a vital partner to leadership, driving the smooth and efficient operation of engineering and facilities functions. This role blends high-level administrative support with operational coordination, serving as the central hub for communication, scheduling, and departmental organization.

Supporting the VP for Engineering and Physical Plant and leadership team, this position manages priorities, streamlines processes, and ensures accuracy in reporting and financial tracking. It also provides supervision to administrative staff, fostering a high standard of service and collaboration.

Ideal for a highly organized, proactive professional, this role requires sound judgment, discretion, and the ability to thrive in a fast-paced environment while maintaining exceptional professionalism.

What does an Executive Assistant – Engineering & Physical Plant do?

• Consistently represents the Executive Team, conveying the highest standards of professional appearance, discretion, communications and service.
• Administratively supports leaders in all aspects of day-to-day operations including heavy calendar management, internal and external invoice and mail processing, maintenance/facilities requests, scheduling interdepartmental meetings and general office management functions.
• Acts as first point of contact for leadership staff and team members in providing administrative services, scheduling coordination and resolving problems related to operational issues.
• Works collaboratively with all leaders, staff and support services to streamline operations and use resources efficiently.
• Directly supervises administrative staff members, including assigning work, providing guidance and training, monitoring performance, and ensuring administrative priorities are aligned with departmental and leadership needs.
• Schedule and coordinate meetings involving multiple executives, internal teams, and external stakeholders, including preparation of meeting materials and logistics.
• Submit and track maintenance, facilities, and service requests.
• Uses strong independent judgment decision making skills to control situations that would otherwise require input of the VP for Engineering and Physical Plant. Maintains open communication with the VP and appraises the VP of ongoing challenges, issues that need immediate attention and any important or time sensitive matters.
• Manages the calendar and standard correspondence for the Leadership team and proactively communicates schedule changes and responses to inquiries, with the goal of providing a high level of service in a timely manner to those interacting with the Leadership team.
• Maintains effective filing and organization for department and can locate and produce key documents and information upon request.
• Prepares meeting agendas, operating reports, records meeting minutes as needed or assigned; proactively follows up on action items from staff to ensure follow-through on action items
• Exercise exceptional discretion and judgement in handling financial and personnel matters and sensitive information.
• Under the direction of the VP for Engineering and Physical Plant, assist with producing and managing the annual operating budget; supports reviews of labor and expense reports, provides regular analysis and escalates variances for review. Prepares and processes department-specific invoices and accurately tracks financial expenditures.
• Accurately transcribes dictated memorandums, letters and other correspondence. Promptly distributes memorandums, reports and other correspondence to appropriate staff, maintaining up-to-date distribution lists of all management, vendors and key customers.
• Prepares weekly departmental summary reports with input from all departmental leaders as requested by the VP.
• Completes additional projects as requested by the Leadership team.

Who We Are We are Turning Stone Enterprises, a dynamic organization with a diverse range of business operations. Among our prominent offerings is the Turning Stone Resort Casino, which has received the prestigious Best of New York Gaming Resort award for an impressive six consecutive years. Complementing this flagship property, we operate satellite casinos like YBR Casino & Sports Book, Point Place Casino, and The Lake House at Sylvan Beach. Beyond gaming and hospitality, our portfolio als…