Administrative Assistant II - Purchasing

Hard Rock Hotel & Casino Ottawa; United States; On-site; USD 45,000 - 60,000; Full time

Job summary

Hard Rock Hotel & Casino Ottawa is seeking a detail‑oriented Procurement Administrative Assistant to support the Purchasing Department and VP of Procurement & Administration. You will coordinate calendars, travel, meetings, and purchase processes with discretion.

This role requires strong organizational skills, excellence in communication, and the ability to manage multiple tasks while maintaining confidentiality.

Qualifications

• Minimum 3 years of administrative, executive assistant, coordinator, or office management experience.
• Experience supporting senior leadership or department management preferred.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

Responsibilities

• Manage calendars, schedule meetings, conference calls, vendor presentations, and department events.
• Coordinate meeting logistics including conference rooms, virtual links, agendas, materials, catering, and attendee communications.
• Prepare meeting minutes, action item logs, and follow‑up communications.
• Assist with departmental correspondence, presentations, reports, and executive communications.
• Maintain confidential files, records, and departmental documentation.
• Coordinate all travel arrangements for department personnel including airfare, hotel, transportation, and itinerary preparation.
• Prepare and reconcile travel and expense reports in compliance with company policies.
• Track departmental travel budgets and expenditures.
• Serve as the primary administrator for the Purchasing Department’s shared inbox and general communications.
• Coordinate department-wide meetings, training sessions, vendor meetings, workshops, and special events.
• Assist with onboarding activities for new Procurement team members.
• Maintain organizational charts, department contact lists, and distribution lists.
• Support departmental recognition programs, team events, and employee engagement activities.
• Process departmental purchase requisitions and purchase orders; maintain office supplies and equipment.
• Assist with invoice coding, receiving, budget tracking, and expense management.
• Coordinate vendor meetings, site visits, presentations, and sourcing events.
• Maintain vendor contact databases and distribution lists.
• Serve as a liaison between Procurement, Finance, Legal, Operations, and external suppliers for administrative matters.
• Track departmental metrics, project deadlines, and administrative deliverables.
• Maintain shared department calendars and project schedules.
• Organize and archive contracts, presentations, policies, procedures, and department records.
• Assist with preparation and distribution of department reports and communications.
• Assist with procurement initiatives, strategic projects, and department improvement efforts.
• Support planning and coordination of procurement conferences, supplier summits, leadership meetings, and property visits.

Skills

Organizational skills

Communication skills

Multitasking

MS Office

Confidentiality

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Teams

SharePoint

Job description

Our team members are the key to our company’s success, and their health and well‑being, as well as that of their families, is very important to us. We offer a comprehensive benefits package that allows our team members stay healthy, plan for their future and maintain a healthy work‑life balance. Benefits may vary with employment status. To see our fill list of Team Member Benefits please visit our career site: www.gotoworkhappy.com/benefits

Job Description:

The Procurement Administrative Assistant provides administrative, operational, and clerical support to the Purchasing Department and the Vice President of Procurement & Administration. This role serves as the central point of coordination for departmental scheduling, travel arrangements, meeting management, office administration, supply ordering, invoice processing, and other departmental support activities. The position requires exceptional organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities while maintaining confidentiality and delivering excellent customer service to internal and external stakeholders. This role is responsible for ensuring the smooth day‑to‑day administrative operation of the Purchasing Department.

Essential Duties and Responsibilities:

Executive & Administrative Support

• Manage calendars, schedule meetings, conference calls, vendor presentations, and department events.
• Coordinate meeting logistics including conference rooms, virtual meeting links, agendas, materials, catering, and attendee communications.
• Prepare meeting minutes, action item logs, and follow‑up communications.
• Assist with departmental correspondence, presentations, reports, and executive communications.
• Maintain confidential files, records, and departmental documentation.

Travel & Expense Coordination

• Coordinate all travel arrangements for department personnel including airfare, hotel accommodations, transportation, and itinerary preparation.
• Prepare and reconcile travel and expense reports in compliance with company policies.
• Track departmental travel budgets and expenditures.

Department Operations Support

• Serve as the primary administrator for the Purchasing Department’s shared inbox and general communications.
• Coordinate department-wide meetings, training sessions, vendor meetings, workshops, and special events.
• Assist with onboarding activities for new Procurement team members.
• Maintain organizational charts, department contact lists, and distribution lists.
• Support departmental recognition programs, team events, and employee engagement activities.

Purchasing Department Administration

• Process departmental purchase requisitions and purchase orders related to Procurement operations.
• Maintain and order all Purchasing Department office supplies, equipment, and business materials.
• Assist with invoice coding, receiving, budget tracking, and expense management for departmental expenditures.

Vendor & Stakeholder Coordination

• Coordinate vendor meetings, site visits, presentations, and sourcing events.
• Assist with vendor registration documentation and administrative follow‑up activities.
• Maintain vendor contact databases and distribution lists.
• Serve as a liaison between Procurement, Finance, Legal, Operations, and external suppliers for administrative matters.

Reporting & Document Management

• Track departmental metrics, project deadlines, and administrative deliverables.
• Maintain shared department calendars and project schedules.
• Organize and archive contracts, presentations, policies, procedures, and department records.
• Assist with preparation and distribution of department reports and communications.

Special Projects

• Assist with procurement initiatives, strategic projects, and department improvement efforts.
• Support planning and coordination of procurement conferences, supplier summits, leadership meetings, and property visits.
• Perform additional administrative and operational duties as assigned.

Qualifications:

Experience

• Minimum of 3 years of administrative, executive assistant, coordinator, or office management experience required.
• Experience supporting senior leadership or department management preferred.

Skills & Abilities

• Exceptional organizational and time management skills.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to manage multiple calendars, schedules, deadlines, and competing priorities.
• Excellent written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Strong customer service and interpersonal skills.
• Demonstrated ability to work independently and exercise sound judgment.
• High attention to detail and accuracy.