VIP Associate - Operations

What are we building?

Hard Rock Digital is a team focused on becoming the best online sportsbook, casino, and social gaming company in the world. We’re building a team that resonates passion for learning, operating, and building new products and technologies for millions of consumers. We care about each customer interaction, experience, behavior, and insight and strive to ensure we’re always acting authentically. 

Rooted in the kindred spirits of Hard Rock and the Seminole Tribe of Florida, Hard Rock Digital taps a brand known the world over as the leader in gaming, entertainment, and hospitality. We’re taking that foundation of success and bringing it to the digital space - ready to join us?

What’s 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.

Essential Duties & Responsibilities

Executive & Department Administrative Support

• 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.

Financial Administration & Invoice Management

• 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.

Project & Department Operations

• 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.

VIP Events & Marketing Support

• 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.

Department Coordination

• 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.

What are we looking for?

Technical Skills

• 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.

• Familiarity with expense management, purchasing, or accounting systems is preferred.

• Experience with Salesforce or other CRM platforms is a plus.

• Experience using Slack, Microsoft Teams, and collaboration software.

• Ability to learn internal systems and processes quickly.

Professional Competencies

• 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.

Education & Experience

• 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.

• Experience in gaming, hospitality, entertainment, sports betting, or marketing environments is preferred.

Additional Requirements

• 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 work occasional evenings, weekends, and holidays in support of VIP events and departmental initiatives.

• Ability to lift and transport event materials and supplies up to 25 pounds as needed.

Success Measures

• Provide proactive administrative support to VIP leadership while effectively managing competing priorities.

• Ensure invoices, expense coding, and financial documentation are processed accurately and on time.

• Coordinate meetings, travel, events, and departmental logistics seamlessly.

• Maintain organized records, documentation, and operational resources for the VIP Department.

• Build productive relationships with Finance, Marketing, Procurement, and other cross-functional teams.

• Anticipate operational needs and resolve issues before they impact business operations.

• Deliver exceptional administrative and operational support that enables VIP leadership to focus on strategic priorities.

What’s in it for you?

We offer our employees more than just competitive compensation. Our team benefits include: 

• Competitive pay and benefits

• Flexible vacation allowance

• A hybrid / remote working environment 

• Startup culture backed by a secure, global brand 

Roster of Uniques

We care deeply about every interaction our customers have with us, and trust and empower our staff to own and drive their experience. Our vision for our business and customers is built on fostering a diverse and inclusive work environment where regardless of background or beliefs you feel able to be authentic and bring all your talent into play. We want to celebrate you being you (we are an equal opportunity employer).