Exec Asst to CEO

JOB TITLE: Executive Administrative Assistant II

STATUS: Full-Time

FLSA: Exempt

JOB GRADE: SG3

REPORTS TO: General Manager/CEO

SUPERVISES: N/A

WORKING HOURS: This is a salaried position. The incumbent is expected to work the necessary hours to meet the needs of a 24-hour establishment.

SUMMARY: The Executive Administrative Assistant provides high-level administrative and operational support to the Executive Team of the casino resort. This role is responsible for managing executive calendars, coordinating meetings and communications, preparing reports and presentations, handling confidential information, and supporting strategic initiatives. The successful candidate is highly organized, professional, discreet, and capable of thriving in a fast-paced hospitality and gaming environment. As a key representative of the Executive Office, the Executive Administrative Assistant demonstrates exceptional customer service, professionalism, and alignment with the resort's service culture and values.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Executive Support

• Provide comprehensive administrative and project tracking support to the General Manager/CEO and other designated executives.

• Organize daily and monthly calendar and schedule General Manager/CEO’s appointments to maximize productivity.

• Manage complex calendars, scheduling priorities, appointments, and meetings.

• Coordinate and prepare agendas, meeting packages, presentations, reports, and correspondence.

• Screen, prioritize, and respond to communications on behalf of executives when appropriate.

• Track action items, deadlines, and strategic initiatives to ensure timely completion.

• Maintain organized electronic and physical filing systems.

• Prepare and type correspondence, forms, and reports.

Meeting & Event Coordination

• Coordinate executive meetings, board meetings, leadership meetings, and special events.

• Prepare meeting materials, take minutes, and distribute follow-up action items.

• Arrange catering, room reservations, technology requirements, and logistics.

• Schedule and coordinate travel arrangements for the company.

• Support executive visits, VIP events, and stakeholder functions as required.

Communication & Relationship Management

• Act as a liaison between executives, departments, external partners, vendors, community stakeholders, and regulatory bodies.

• Facilitate communication across the organization while maintaining confidentiality and professionalism.

• Welcome visitors and ensure a positive and professional experience in the Executive Office.

• Place, accept, and screen telephone calls and refer calls to others as appropriate. Manages Zoom and Team video calls.

• Handle routine customer calls, comment cards, and resolve concerns as appropriate.

Administrative Operations

• Organize/disseminate incoming mail and internal memos and reports, sort as to level of importance.

• Assist with budget tracking, invoice processing, expense reports, and purchase requests.

• Compile business reports, dashboards, and operational data from multiple departments.

• Maintain confidentiality of sensitive employee, financial, operational, and business information.

• Support the preparation of policies, procedures, and corporate communications.

• Assist with project coordination and special assignments as directed.

• Maintain time and attendance records and ensure accuracy of all daily and end of pay-period payroll reporting.

Compliance & Confidentiality

• Adhere to all gaming regulations, privacy requirements, company policies, and internal controls.

• Exercise the highest level of discretion when handling confidential executive, employee, and business information.

• Maintain appropriate gaming licensing and certifications as required.

• Act as a role model and always present oneself as a credit to River Rock Casino and encourage others to do the same.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required.

1. Minimum of five (5) years’ executive administrative assistant experience required.

2. 3-5 years’ experience supporting senior executives in hospitality, gaming, legal office, or large-scale operations.

3. Must possess strong communication, administrative and organization skills.

4. Advanced proficiency in Microsoft Project and in Microsoft 365 products including Outlook, Word, Excel, PowerPoint, and Teams.

5. Excellent attention to detail and accuracy.

6. Ability to prioritize multiple tasks and adapt to changing priorities.

7. Strong problem-solving and critical-thinking abilities.

8. Professional judgment and ability to handle sensitive matters with discretion.

9. Must be able to maintain a high degree of confidentiality with respect to all matters pertaining to the gaming enterprise business.

10. Must be able to work independently with minimal supervision.

11. Must be able to get along with co-workers and work as a team.

12. Must always present a professional appearance.

EDUCATION:

1. An Associate’s degree is required. Bachelor’s degree preferred.

LANGUAGE SKILLS:

1. Must be able to read, write, speak and understand English. Dual language capability is desirable.

2. Excellent oral and written communication skills are important to the successful conduct of this position.

3. Ability to write accurate, grammatically correct, polished reports and business correspondence.

4. Must be able to speak with the public in a professional manner.

REASONING ABILITY:

1. Proactively streamline processes.

2. Ability to define problems, collect data, establish facts, and draw valid conclusions.

3. Ability to interpret an extensive variety of instructions furnished in written, oral, diagram or schedule form.

4. Ability to process detailed work and requests for information or assistance in a timely manner.

5. Ability to apply regulatory and procedure doctrine, concepts, and policy to practical situations.

LICENSES, CERTIFICATES, REGISTRATIONS:

1. Must possess a valid state Driver’s License and be insurable with the Casino.

2. Must be able to obtain and maintain a gaming license from the Dry Creek Gaming Commission.

PHYSICAL DEMANDS:

1. Must be able to maneuver around all areas of the casino.

2. Must be able to sit and/or stand for extended periods of time.

3. Must be able to lift up to twenty-five (25) pounds.

4. Must have manual dexterity to operate a computer and other necessary office equipment.

5. Must be able to bend, reach, stoop, kneel, twist and grip items.

6. Must be able to respond to visual and audio cues.

WORK ENVIRONMENT: The work environmental characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

1. This is a fast paced, highly diverse work environment, and the position requires the ability to remain flexible and get along with all personality types.

2. Must be able to manage several priorities simultaneously and meet deadlines.

3. Must be able to respond calmly to customer concerns and questions.

4. Must be able to tolerate areas containing secondary smoke.

5. Must be able to work different shifts from time to time.