What are the responsibilities and job description for the Executive Assistant/Office Coordinator position at Speedway Motorsports?
Texas Motor Speedway (TMS) is a key location in a network of motorsports facilities across the country. The Executive Assistant/Office Coordinator must also have a GLOBE mentality. GLOBE stands for Generously Lending Our Best Efforts. This is shown by holding themselves and their teammates accountable for taking our best practices “the last mile” – optimizing them for maximum value to teammates, customers, and corporate clients and sharing insights on how to improve our company.
As the Executive Assistant/Office Coordinator at Texas Motor Speedway, the following responsibilities are outlined as the Job Description for this position.
Responsibilities:
- Act as the Point of Contact for the General Manager
- Handle Administration day-to-day activities
- Interact in a professional manner with clients, vendors and visitors
- Coordinate schedules, manage calendars, schedule meetings and appointments
- Receive calls, take messages, route correspondence and other general administrative duties
- Coordinate travel arrangements and credentialing needs
- Manage an efficient documentation and filing system
- Create and route monthly expense and mileage reports
- Route paperwork for processing and signatures in a timely manner
- Prepare presentations and compile information
- Create and modify documents such as meeting minutes, invoices, reports, memos, letters and
financial documents
- Order and maintain inventory of general supplies; issue PO’s as needed
- Coordinate suites and all related aspects of race weekend for GM
- Other duties as assigned
Requirements:
- Minimum 3-5 years of experience working in a professional business office environment
- Professional appearance and demeanor
- Ability of maintain discretion and confidentiality in all aspects of company, client and staff
information
- Must be a self-starter with the ability to prioritize multiple projects simultaneously and follow
through in a timely manner
- Ability to be proactive and think ahead, preparing for the unexpected and identifying potential
problems or opportunities; communicate same to General Manager
- Strong computer skills and knowledge of Microsoft Officer (Outlook, Work, Excel, Power Point)
- Ability to draft high level correspondence and respond to inquiries in a timely manner
- Excellent verbal and written communication skills including grammatical, editing and proof-
reading skills
- Strong organizational skills; detail oriented. Proven attention to detail and follow-through
- Exemplary planning and time management skills
- Ability to prioritize and work under pressure
- Adaptability based on the needs of the day’s tasks, including short notice items
- Must be willing to work non-traditional schedule when requested, including but not limited to
race weekends and special events
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
