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Administration/General Management: Administrative/Executive Assistant
Executive Assistant - Auto Club Speedway (Fontana, CA)

JOB SUMMARY

Provide administrative and secretarial support to the President in the professional, confidential and effective manner of facilitating the efficient operation of the President’s office.  This Executive Assistant position requires advanced computer skills, project coordination experience and the ability to work professionally with all levels of internal management and staff, as well as, external customers, sponsors, etc.

The ideal candidate will:

  • be energetic and adaptable to changes in a fast-paced creative environment; can manage competing demands and is able to deal with frequent change, delays or unexpected events.
  • possess strong problem-solving skills; able to anticipate needs and opportunities; acute attention to detail and accuracy. 
  • have strong time and workload management ability, able to prioritize and plan tasks.  Dependable and responsible with excellent work ethic; able to work occasional extended hours.
  • excel at proactive planning, anticipating issues, foreseeing conflicts and resolves them in advance 
  • be able to act autonomously 
  • understand the corporate organization and resources, be proficient in accessing and utilizing all functions across the company and industry 
  • be able to recognize and identify important business contacts (sponsors, media, sanctioning bodies, industry, etc) 
  • maintain a high level of confidentiality and diplomacy.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

The Executive Assistant will provide ongoing support to the President, handling all aspects of daily business requirements including scheduling and calendar management, management reporting/information management, travel arrangements, correspondence, and interactions as a liaison between senior management and clients/colleagues to facilitate work and accomplish objectives in a collaborative effort. Additionally, this position manages the receptionist position and oversees the operation of the front desk. Other duties may be assigned.

In addition to the primary role of supporting the president, will also be available to provide back up support for other executives as follows: 

  • Coordinate and plan travel arrangements, and recommend the most cost-effective itineraries

  • Schedule appointments, confirm changes or delays, and make necessary changes, with guidance as necessary 

  • Coordinate meetings and make arrangements for conferences, meetings and events, including catering as needed

  • Provide phone coverage and back up for front reception

Hours will vary but will include evenings, weekends, holidays, and long days on event days and nights.

QUALIFICATIONS 

  • College degree is preferred or appropriate work experience
  • Ability to work effectively to meet time-sensitive deadlines
  • Highly motivated and willing to take on ad-hoc work at times
  • Demonstrated team player with excellent organizational skills and ability to anticipate needs.
  • Proficient with Microsoft Word, Excel, and Outlook.  Graphic arts software experience is a plus.
  • Excellent verbal, written, and interpersonal skills with the ability to interact with clients, officers, and peers in a professional manner, handle assignments with a high level of confidentiality and discretion
  • Ability to prepare and edit presentations/documents accurately
  • Good organizational skills and the ability to prioritize work flow. You should demonstrate flexibility to handle multiple tasks and unexpected work while working well under pressure and be comfortable in a fast paced environment
  • Detail oriented and able to prioritize, multi-task and negotiate conflicting deadlines.

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Administration/General Management: Receptionist/Switchboard
Front Office Receptionist (Seasonal) - Chicagoland Speedway & Route 66 Raceway (Joliet, IL)

Job Title:              Front Office Receptionist

Job Status:          Seasonal - April 2017 through October 2017

Reports To:         Director of Ticketing  / Executive Assistant

Position Purpose

The Front Office Receptionist will gain valuable experience and knowledge of the inner workings of the sports and motorsports industries, while working in a high energy and fast-paced environment during the racing season at Chicagoland Speedway & Route 66 Raceway.

Company Conformance Statements

In the performance of their respective tasks and duties, all employees are expected to conform to the following:

  • Perform quality work within deadlines with or without direct supervision.

  • Interact professionally with other employees, customers, and vendors.

  • Work effectively as a team contributor on all assignments.

  • Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.

Job Responsibilities

  • Answer and route all incoming phone calls to the main front office line

  • Screen all calls, and take detailed messages when necessary

  • Communicate routine information regarding events, operations, policies & procedures to inquiring parties

  • Maintain a safe, organized & clean reception area on a daily basis

  • Process and ship any outgoing mailings, while distributing and delivering all incoming mail

  • Assist with other duties assigned by the Director of Ticketing / Executive Assistant

Qualifications

  • Attention to detail and excellent customer service skills are required

  • Knowledge of the racing world a plus

  • Comfort to work in a fast paced and high energy environment

  • The ability to respond quickly, calmly, and professionally to customer-related problems and emergencies

  • Demonstrated knowledge of basic computer skills, including Microsoft Office

  • Bachelor’s degree preferred, but not required

Work Requirements

Potential hires must pass the necessary background check to be considered for employment.  Weekend and evening hours are required during events.  Indoor and outdoor conditions may be applicable.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities, duties, and functions.


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Administration/General Management: Administrative/Executive Assistant
Executive Assistant - Michigan International Speedway (Brooklyn, MI)

SUMMARY

Provide administrative and secretarial support to the President in a professional, confidential and effective manner of facilitating the efficient operation. This Executive Assistant position requires advanced computer skills, project coordination experience and the ability to work professionally with all levels of internal management and staff, as well as, external customers, business partners, etc. 

DUTIES AND RESPONSIBILITIES include the following:

  • General administrative support including answering phones and coordination of meetings

  • Manage Track President’s calendar and assist with meeting scheduled appointments

  • Create correspondence and presentations using Microsoft Word, Excel, PowerPoint and social networking tools

  • Coordinate and plan travel arrangements, and recommend the most cost-effective itineraries;

  • Coordinate meetings and make arrangements for conferences, meetings and events, including catering as needed;

  • Supervision and scheduling of the front desk/switchboard, including providing backup either in person or through other trained personnel

  • Manage the President’s suite for special events, including invitations, RSVPs and catering

  • Manage hotel and motel room blocks for MIS staff

  • Assist with resolution of guest services issues

  • Assist Accounting with projects and activities as needed

  • Coding and reconciliation of department invoices

  • Self-starter, high attention to detail, and strong ethics

  • Assist with additional duties and task as assigned

SUPERVISORY RESPONSIBILITIES

This job has supervisory responsibility for the front desk/switchboard

QUALIFICATIONS

  • College degree is preferred, and at least three years related experience and/or training

  • Some accounting background is also ideal.
  • Ability to work effectively to meet time-sensitive deadlines 
  • Highly motivated and willing to take on ad-hoc work at times 
  • Demonstrated team player with excellent organizational skills and ability to anticipate needs. 
  • Proficient with Microsoft Word, Excel, and PowerPoint. Outlook and preferably SharePoint. 
  •  Excellent verbal, written, and interpersonal skills with the ability to interact with clients, officers, and peers in a professional manner, handle assignments with a high level of confidentiality and discretion 
  • Ability to prepare and edit presentations/documents accurately 
  • Good organizational skills and the ability to prioritize work flow. You should demonstrate flexibility to handle multiple tasks and unexpected work while working well under pressure and be comfortable in a fast pace environment 
  • Detail oriented and able to prioritize, multi-task and negotiate conflicting deadlines.
  • Ability to work weekend and evening hours as needed.

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