Executive Assistant- Marketing

The Executive Assistant Marketing will support and assist in marketing initiatives under the direction of the Marketing Manager.

Key Responsibilities:

• Takes notes on computer and/or transcribes from voice recordings involving standard business vocabulary on highly confidential company matters
• Composes and types routine or complex correspondence and reports from rough drafts, editing format, grammar, punctuation or spelling as needed
• Establishes, maintains and, when necessary, revises department filing system
• Screens telephone calls and visitors, ascertaining who can be re-directed to subordinate management. Provides information to callers, including Tribal Council, senior management and key external sources which requires a comprehensive knowledge of company policies, practices and operations
• Performs a broad range of administrative details of a highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions for which probably errors could result in unnecessary costs
• Maintains calendar for the Department Head, regularly arranging for meetings, conferences, and appointments. Arranges hotel and travel accommodations
• Opens and reviews all mail directed to the Department Head. Composes responses to routine inquiries, delegates items to subordinate managers and forwards appropriate items to the Department Head
• Follows up on all assignments delegated to subordinate managers as to status, expected completion date, etc
• Records Minutes of staff meetings; distributes to appropriate personnel
• Promotes positive public/employee relations at all times
• Maintains a clean, safe, hazard-free work environment within area of responsibility
• Performs all other related and compatible duties as assigned
• Support purchasing activities including preparing purchase requisitions, obtaining vendor quotes, coordinating purchase orders, and ensuring alignment with internal procurement processes.
• Assist with event planning and logistical coordination for meetings, trade shows, and marketing initiatives, handling timelines, vendors, travel, materials, and on‑site support.
• Provide cross-functional support to multiple marketing teams, including coordinating project tasks, tracking deliverables, managing collateral requests, and maintaining schedules.
• Serve as a liaison between internal departments and external vendors, supporting vendor onboarding, communication, issue resolution, and close collaboration with the Purchasing department.
• Conduct research and gather data for planning activities, including vendor comparisons, event options, pricing analysis, and preparation of summaries or reports.
• Maintain documentation, budgets, and status trackers to ensure smooth workflow, timely execution, and clear communication with stakeholders.

• Understands and is familiar with marketing/events/hospitality through education and/or relevant work experience
• Understands and is familiar with marketing/events/hospitality through education and/or relevant work experience
• Must have strong written and oral communication skills in both official languages (English and French)
• Technical skill set to drive the business toward success, with an excellent command of Microsoft suite of products, Photoshop, Illustrator and InDesign
• Strong organizational, presentation and priority setting skills
• Ability to think creatively, while still attending to detail
• Ability to work independently while ensuring that Managers and/or guests possess the pertinent information for the execution of a successful event
• Presentation of a professional image to guests remaining composed during stressful events
• Must have a flexible schedule being able to work nights, holidays, and weekends when necessary

Physical Demands:

• Ability to stand and sit for extended periods of time.
• Ability to walk distances.
The employee must frequently lift/push/pull and/or move up to 50 pounds.

Working Conditions:

• Duties and responsibilities are typically performed in a highly regulated and controlled environment, but there will be times where you will need to be on the Casino Floor to complete job functions as outlined or pass through this area. On the Casino Floor, you may be exposed to casino-related environmental factors including, but not limited to, excessive noise.

Hard Rock International is an equal opportunity employer. We live our motto LOVE ALL – SERVE ALL, and strive to foster an inclusive workplace culture for every team member. We are committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Please contact Human Resources at hrnotify@hrcottawa.com if you require accommodation at any time throughout the hire process.

We thank all candidates for their interest, however, only those being considered for an interview will be contacted