Executive Assistant

Hard Rock Hotel & Casino Ottawa•New York, NY

1d•Onsite

About The Position

We are seeking a highly experienced, professional, and proactive Executive Assistant (EA) | Project Manager to provide direct support to our SVP of D&C & our NY Team. This is a high-impact role requiring exceptional organizational skills, discretion, and global business acumen. The ideal candidate is a seasoned EA with 5+ years of experience, capable of managing a dynamic schedule, coordinating high-level communications, and handling sensitive business matters with diplomacy and efficiency. This position requires someone who can anticipate needs, problem-solve independently, and support an executive operating at the highest levels of global business. This role requires flexibility to work outside of standard business hours, including early mornings, evenings, and occasional weekends, to support the SVP, of D&C & NY Teams work needs and travel schedules.

Requirements

5+ years of executive support experience.
Proven ability to manage high-profile stakeholders, global clients, and senior leadership teams.
Deep familiarity with travel logistics, including multi-leg itineraries, visas, and protocol considerations.
Demonstrated experience handling highly confidential, sensitive, and privileged information at the executive and board level.
Highly organized, proactive, and detail-oriented, with strong problem-solving abilities.
Exceptional written and verbal communication skills; ability to draft and edit professional correspondence.
Technologically savvy with strong proficiency in MS Office Suite (PowerPoint, Excel, Outlook, Word).
Ability to create and edit high-quality presentations and reports.
Experience using global calendaring tools, virtual meeting platforms, and expense management systems.
Polished, and professional demeanor—capable of handling high-pressure situations with discretion.
Independent thinker with a proactive mindset—able to anticipate needs and take initiative.
Strong judgment and decision-making skills—able to prioritize effectively in a fast-paced environment.
Customer service-oriented approach—ensuring seamless interactions between the SVP of D&C and Vendors.
Highly organized and detail oriented.
Demonstrated ability to track and handle multiple priorities simultaneously, with a mindset of nothing slipping through the cracks despite frequent interruptions.
Ability to take initiative and anticipate needs by thinking a week, month and quarter ahead, rather than a day or two.
Demonstrated ability to make accurate and timely administrative judgments, while remaining professional under pressure.
Knows when to make decisions themselves and when to "escalate".

Responsibilities

Manage complex global scheduling and email communications across multiple time zones.
Serve as the SVP, of D&C & NY Teams primary point of contact, filtering and prioritizing communications from senior executives, clients, and board members.
Draft and edit high-level correspondence, presentations, and reports for executive meetings and industry engagements.
Handle confidential and strategic business matters with the utmost discretion.
Where needed, schedule and attend meetings on behalf of the SVP, of D&C & NY Teams, taking minutes and ensuring follow-ups are completed.
Plan and coordinate all aspects of international and domestic travel, including flights, hotels, ground transportation, visas, and itinerary balancing.
Monitor and adjust travel schedules in real time to accommodate last-minute changes.
Stay informed of visa regulations, travel restrictions, and international business protocols.
Proactively manage travel-related costs while maintaining efficiency and service quality.
Evaluate booking options, run cost comparisons, understand fare rules and change implications, negotiate where possible, and leverage relationships with airlines, hotels, and travel service providers to optimize itineraries, costs, and support.
Take initiative to balance cost, flexibility, and executive needs when making or adjusting travel arrangements.
Track and manage business expenses and budget and resource allocations for executive travel and operational needs.
Support executive-level initiatives by coordinating internal projects and ensuring timely execution.
Apply strong cost awareness and judgment when managing executive travel and related expenses, proactively identifying opportunities for cost optimization and escalation when trade-offs or approvals are required.
Oversee light office administration for the New York office, including supply inventory and vendor coordination.
Oversee execution of contracts.
Oversee onboarding of Vendors and work with Vendor registration to ensure they are set up properly.
Manage monthly expense reports on behalf of SVP of D&C with accuracy and in a timely manner.
Support special projects, strategic initiatives, and new business opportunities as they arise.
Assist in the organization of high-profile events, speaking engagements, and industry conferences.
Take on additional duties at the request of the SVP, of D&C & NY Team to support evolving business needs.