Executive Assistant

JOB SUMMARY:

The Executive Assistant will provide high-level administrative support to the Executive Leadership Team

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Executive Assistant will provide administrative support to all members of the executive leadership team. This position will handle a wide range of administrative and executive support related tasks, including but not limited to the following:

• Provide high-level administrative support to executive including answering phones, coordinating/preparing for meetings, maintaining calendar, arranging conference calls, arranging complex travel arrangements, etc.
• Maintain constantly changing schedule and meetings in a professional and efficient manner
• Keep executive(s) organized and abreast of urgent issues in a timely fashion
• Make quick and accurate decisions when executive(s) is unavailable
• Facilitate mass internal communication (i.e. distributing company-wide e-mails, reports, etc.)
• Organize and coordinate multiple companywide meetings, materials, reports, etc.
• Schedule/coordinate business related trips including booking hotel rooms, airplane trips or rental cars, and any other necessary items for business trip bookings
• Ability to gather research and prepare the executive(s) properly for meetings and presentations
• Anticipate what the executive(s) needs throughout the day in terms of meeting prep, arising issues and new developments
• Prepare and submit expense reports
• Keep up to date on the racing business news and company initiatives disseminate to executive regularly
• Keep up to date on department specific initiatives and timelines
• Maintain an accurate and current list of internal and external contacts
• Maintain staff vacation requests/whereabouts calendar
• Maintain confidentiality
• Miscellaneous projects and tasks as assigned in a timely and accurate fashion

Minimum Qualifications:

Education: Bachelor’s degree preferred

Experience: At least 5 years of prior administrative/executive assistant experience for a senior-level executive

Computer Skills: Strong technology skills including ability to work within PC and Mac programs, iPad, iPhone. The ability to type fast and efficiently

Analytical or Reasoning Abilities: Proactive, flexible, calm, and confident. Able to work independently and with little supervision

Communication Skills: Able to handle confidential information with highest level of professionalism and discretion

Excellent communication skills (both verbal and written). Must be able to communicate with both management and non-management associates.