EXECUTIVE ASSISTANT/CATERING SUPERVISOR LEGOLAND NY

Job Summary

Summary:  This position provides administrative, scheduling, and event‑coordination support across multiple departments, managing daily office operations, staff scheduling, and guest communication. It also serves as a key contact for group events, prepares BEOs, coordinates event logistics, and assists with occasional Front‑of‑House supervisory coverage.

Essential Duties and Responsibilities:
•    Trains other staff members to perform work activities, such as using computer applications.
•    Answers telephones, directs calls, takes messages and runs errands.
•    Prepares meeting agendas, attends meetings and records/transcribes minutes.
•    Makes travel arrangements.
•    Completes work schedules, manages calendars and arranges appointments.
•    Opens and routes incoming mail, answers correspondence and prepares outgoing mail.
•    Compiles, copies, sorts and files records of office activities, business transactions and other activities.
•    Completes and mails bills, contracts, policies, invoices and checks.
•    Operates office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers.
•    Types, formats, proofreads and edits correspondence, reports and other documents.
•    Reviews files, records and other documents to obtain information to respond to requests.
•    Computes, records and proofreads data and other information.
•    Processes and prepares documents, such as business or government forms and expense reports.
•    Maintains and updates filing, inventory, mailing and database systems.
•    Communicates with customers, employees and others to answer questions; disseminates or explains information; takes orders and addresses complaints.
•    Collects, counts and disburses money; performs basic bookkeeping; completes banking transactions.
•    Troubleshoots problems involving office equipment.
•    Serve as the primary point of contact for inquiries related to group bookings, birthday parties, and private events.
•    Create and distribute Banquet Event Orders (BEOs) for guests and management teams.
•    Oversee full setup and breakdown of catering events, ensuring seamless execution.
•    Work directly with clients to coordinate details, manage expectations, and deliver exceptional event experiences.
•    Supports coverage for the Front of House team by covering supervisor shifts within the park zones when needed.
•    Utilize the Reserve system for booking and event management (full training provided).
•    Enter weekly schedules into MyStaff for designated departments (FOH, Park, and others as determined).
•    Develop and maintain an availability calendar/grid for managers to streamline scheduling.
•    Input all staff availability, including minor restrictions, vacation requests, and other scheduling constraints.
•    Build weekly schedules aligned with labor budgets and staffing matrices.
•    Assist in refining scheduling processes to create a consistent, efficient plug‑and‑play system.
•    Generate and distribute weekly payroll reports every Monday.
•    Performs other duties as assigned.