Executive Assistant | Project Manager

About the Role

Hard Rock International is seeking a highly experienced, professional, and proactive Executive Assistant (EA) | Project Manager to provide direct support to the SVP of D&C and the NY Team. This is a high-impact role demanding exceptional organizational skills, discretion, and global business acumen. The ideal candidate is a seasoned EA with over 5 years of experience, adept at managing complex schedules, coordinating high-level communications, and handling sensitive business matters with diplomacy and efficiency. This position requires an individual who can anticipate needs, solve problems independently, and support an executive operating at the highest levels of global business. Flexibility to work outside standard business hours, including early mornings, evenings, and occasional weekends, is necessary to accommodate the SVP's and NY Team's work requirements and travel schedules.

Key Responsibilities

• Manage intricate global scheduling and email communications across multiple time zones.
• Act as the primary liaison for the SVP of D&C and NY Team, filtering and prioritizing communications from senior executives, clients, and board members.
• Prepare and refine high-level correspondence, presentations, and reports for executive meetings and industry events.
• Handle confidential and strategic business matters with the utmost discretion.
• Schedule and attend meetings on behalf of the SVP of D&C and NY Team when required, documenting minutes and ensuring follow-up actions are completed.

Travel Management

• Orchestrate all facets of international and domestic travel, including flights, accommodations, ground transportation, visa arrangements, and itinerary optimization.
• Monitor and adjust travel plans in real-time to accommodate unforeseen changes.
• Stay abreast of visa regulations, travel advisories, and international business protocols.
• Proactively manage travel-related expenses while maintaining efficiency and service quality. This involves evaluating booking options, comparing costs, understanding fare rules and change implications, negotiating where feasible, and leveraging relationships with travel providers to optimize itineraries, costs, and support. The EA is expected to exercise initiative in balancing cost, flexibility, and executive needs during travel arrangements.

Project & Financial Coordination

• Oversee the tracking of business expenses, budgets, and resource allocations for executive travel and operational necessities.
• Contribute to executive-level initiatives by coordinating internal projects and ensuring their timely completion.
• Apply strong cost awareness and sound judgment when managing executive travel and associated expenses, actively identifying opportunities for cost savings and escalating when trade-offs or approvals are necessary.

Administrative & Office Management

• Manage light office administration for the New York office, including inventory of supplies and coordination with vendors.
• Oversee the execution of contracts.
• Manage the onboarding process for vendors, ensuring proper setup in coordination with vendor registration.
• Process monthly expense reports accurately and punctually on behalf of the SVP of D&C.
• Maintain a highly organized and detail-oriented approach, demonstrating the ability to manage multiple priorities concurrently without oversight, even amidst frequent interruptions.
• Exhibit the capacity to take initiative and anticipate future needs, thinking ahead by a week, month, or quarter, rather than just a day or two. Demonstrate sound administrative judgment and the ability to make timely decisions while maintaining professionalism under pressure. Know when to make independent decisions and when to escalate issues.

Ad Hoc Responsibilities

• Provide support for special projects, strategic initiatives, and new business opportunities as they emerge.
• Assist in the coordination of high-profile events, speaking engagements, and industry conferences.
• Undertake additional duties as requested by the SVP of D&C and NY Team to support evolving business requirements.

Qualifications

Required Experience & Capabilities

• Possess over 5 years of experience in executive support roles.
• Demonstrate a proven capacity to manage high-profile stakeholders, global clients, and senior leadership teams.
• Exhibit deep familiarity with travel logistics, including multi-leg itineraries, visa requirements, and protocol considerations.
• Show documented experience in handling highly confidential, sensitive, and privileged information at the executive and board levels.

Technical & Professional Skills

• Be highly organized, proactive, and detail-oriented, with robust problem-solving capabilities.
• Possess exceptional written and verbal communication skills, with the ability to draft and edit professional correspondence.
• Be technologically proficient, with strong command of the MS Office Suite (PowerPoint, Excel, Outlook, Word).
• Demonstrate the ability to create and edit high-quality presentations and reports.

Soft Skills & Professional Traits

• Experience utilizing global calendaring tools, virtual meeting platforms, and expense management systems.
• Maintain a polished and professional demeanor, capable of handling high-pressure situations with discretion.
• Exhibit an independent and proactive mindset, with the ability to anticipate needs and take initiative.
• Possess strong judgment and decision-making skills, enabling effective prioritization in a fast-paced environment.
• Adopt a customer service-oriented approach, ensuring seamless interactions between the SVP of D&C and vendors.

Additional Information

A good-faith salary range for this position is between $79,400 and $93,800 annually.