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Administration/General Management: Administrative/Executive Assistant
Executive Assistant - Homestead-Miami Speedway (Homestead, FL)

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.

The ideal candidate will

  • Be a consummate team player
  • 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 and independently
  • Maintain an extremely high level of confidentiality and diplomacy
  • Ability to communicate effectively in English and Spanish, preferred.


ESSENTIAL DUTIES AND RESPONSIBILITIES - Include the following. Other duties may be assigned.

The Executive Assistant will provide ongoing support to the President to handle all aspects of daily business requirements including scheduling and calendar management, management reporting/information management, travel arrangements, correspondence, report and presentation preparation and interactions as a liaison between senior management and clients/colleagues to facilitate work and accomplish objectives in a collaborative effort.

In addition, the Executive Assistant will assist in additional areas including but not limited to research, data collection, monitoring industry and business news, coordinating certain activities across the organization on company-wide projects, material preparation for the Board of Directors, and managing various SharePoint portals, etc.

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

  • Handle incoming and outgoing correspondence (mail, email), minutes, phone calls, etc;

  • 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 other departments as required

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

  • Assist Community Relations Department with fulfillment of charitable donation requests
  • Assist with resolution of guest services issues
  • Minor general accounting and budgeting activities
  • Coding and reconciliation of departmental invoices

QUALIFICATIONS

  • College degree is preferred
  • 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.

Homestead-Miami Speedway is a world-class motorsports facility located just south of Miami in tropical South Florida. The Speedway is the home of Ford Championship Weekend, the season-finales for the NASCAR Sprint Cup, Xfinity and Camping World Truck Series. In addition to these major spectator events, the Speedway is active more than 300 days per year with multiple forms of racing, testing, track rentals, driving schools, tv/movie shoots and community events.

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