VIP Associate - Operations

Hard Rock Digital•Hollywood, FL

2d•Hybrid

About The Position

The VIP Operations Associate provides executive administrative and operational support to the VIP leadership team, with primary support for the Senior Director, VIP Operations. This role serves as the central administrative resource for the VIP Department, ensuring the efficient execution of day-to-day operations through calendar management, financial administration, invoice processing, travel coordination, project support, and cross-functional communication. The VIP Operations Associate plays a critical role in supporting departmental operations by coordinating meetings, managing vendor invoices, maintaining financial records and coding, assisting with VIP events, and providing administrative support for strategic initiatives. The ideal candidate is highly organized, detail-oriented, proactive, and thrives in a fast-paced environment where priorities evolve quickly.

Requirements

Proficiency in Microsoft Office Suite, including Excel, Outlook, PowerPoint, and Word.
Strong Microsoft Excel skills, including tracking, reconciliation, and financial organization.
Experience processing invoices, coding expenses, or supporting financial administration.
Experience using Slack, Microsoft Teams, and collaboration software.
Ability to learn internal systems and processes quickly.
Exceptional organizational skills with outstanding attention to detail.
Strong financial aptitude and ability to accurately manage invoices and expense coding.
Ability to prioritize multiple projects while meeting deadlines.
Excellent communication and interpersonal skills.
High level of professionalism and discretion when handling confidential information.
Strong problem-solving abilities with a proactive approach.
Ability to anticipate leadership needs and operate independently.
Customer-focused mindset with the ability to build relationships across all levels of the organization.
Associate's or Bachelor's degree in Business Administration, Finance, Marketing, Hospitality, Communications, or a related field preferred, or equivalent work experience.
Minimum of two (2) years of experience supporting executive leadership, operations, office administration, project coordination, or financial administration.
Experience processing invoices, expense reports, purchase orders, or budget tracking is strongly preferred.
Valid driver's license required.
Must maintain reliable personal transportation and be willing to travel locally to corporate offices, partner properties, event venues, airports, and other business locations as needed.
Ability to lift and transport event materials and supplies up to 25 pounds as needed.

Nice To Haves

Familiarity with expense management, purchasing, or accounting systems is preferred.
Experience with Salesforce or other CRM platforms is a plus.
Experience in gaming, hospitality, entertainment, sports betting, or marketing environments is preferred.

Responsibilities

Provide executive administrative support to the Senior Director, VIP Operations, while assisting other VIP leaders as business needs require.
Manage executive calendars, meetings, travel arrangements, and scheduling across the VIP leadership team.
Prepare meeting agendas, presentations, reports, and supporting documentation.
Record meeting notes, track action items, and follow up on deliverables.
Coordinate department meetings, leadership meetings, off-sites, and team events.
Maintain confidential documents and sensitive business information with discretion.
Draft correspondence, presentations, and departmental communications on behalf of leadership.
Serve as the primary coordinator for VIP Department invoice management.
Review, code, and process vendor invoices for payment while ensuring compliance with company policies and budget guidelines.
Track invoice status from submission through payment and proactively follow up on outstanding items.
Partner with Finance and department leaders to resolve invoice discrepancies and payment issues.
Maintain accurate financial coding for departmental expenses across budgets, cost centers, events, and vendors.
Assist with purchase orders, vendor setup requests, expense reports, and payment reconciliations.
Support monthly budget tracking by maintaining organized records of invoices, expenditures, and supporting documentation.
Prepare financial summaries and reports for leadership as requested.
Support operational initiatives and strategic projects across the VIP Department.
Maintain project trackers, timelines, and departmental documentation.
Assist with onboarding coordination for new team members.
Maintain Standard Operating Procedures (SOPs), departmental resources, and organizational documentation.
Coordinate internal communications and ensure timely follow-up on departmental initiatives.
Assist leadership with recurring reports, presentations, and operational planning.
Coordinate administrative logistics for VIP events, hosted experiences, and department initiatives.
Assist with travel arrangements, hotel reservations, ticket requests, gifting, and event materials.
Coordinate vendor communications and event documentation.
Support post-event reconciliation, invoice collection, and financial reporting.
Maintain event calendars and assist with scheduling across multiple stakeholders.
Maintain departmental contact lists, distribution groups, and organizational charts.
Coordinate office supplies, promotional inventory, and operational materials.
Manage shipping and receiving for department assets and event supplies.
Serve as a liaison between the VIP Department and Finance, Human Resources, Marketing, Information Technology, Legal, Procurement, Compliance, and Property Operations.
Support additional administrative and operational duties as assigned.