Administrative Assistant & Office Manager (Temporary)

Churchill Downs Incorporated•Austin, TX

10d•Onsite

About The Position

At Exacta Systems, we’re not just shaping the future of gaming—we’re redefining it. As a leader in historical horse racing (HHR) technology, we create cutting-edge gaming solutions that power thrilling player experiences nationwide. Now part of the Churchill Downs family, we’re backed by a storied legacy of excellence in racing and gaming. This new chapter brings exciting opportunities for growth, stability, innovation, and impact. If you're looking for a career where technology meets tradition and where your ideas drive the future, let’s explore the possibilities together! Exacta Systems is an industry leader providing robust innovative solutions to gaming entertainment. We are seeking a highly organized and energetic individual to be a part of our team through December 31, 2026. This temporary role is responsible for providing administrative support services to the organization’s President and members of our executive leadership team. It requires the ability to work independently, exercising confidentiality, judgment, and initiative, in a variety of operational and administrative areas. This role will be in office at our Exacta Systems Headquarters in Austin, TX.

Requirements

Strong communication, written skills, and interpersonal skills (required to establish and maintain inter-departmental relationships).
Comfortable with fast paced work environment.
Ability to work independently and as part of a team.
Professional appearance, positive demeanor, high focus of working ethically and with integrity.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence. Ability to speak effectively to employees and clients/customers.
Advanced proficiency in MS Office Suite. Calendering & inbox management within MS Outlook is critical.
Reliable attendance and dependability in meeting commitments and deadlines are essential functions of this position.

Responsibilities

Provide administrative assistance to President and members of Executive Team as required or requested including typing correspondence, answering telephones, filing, preparing financial and other reports.
Coordinate and arrange meetings, prepare agendas, reserve and prepare meeting room (including ordering and picking up lunch if necessary).
Assist with travel requests, as directed. Arrange and coordinate travel schedules and reservations.
Coordinate appointment calendars, conference calls, meetings and business trips for executive staff.
Coordinate travel and meeting schedules for potential new hires.
Work with legal and compliance team to process licensing applications for Exacta team members.
Process contracts, vendor invoices, purchase requisitions, expense reports, and check requests.
Responsible for operating and maintaining office equipment; arranging for repairs when necessary.
Compose and type routine correspondence. Make copies of correspondence or other printed materials. Prepare outgoing mail and correspondence, including e-mail and faxes.
Order and maintain office supplies for corporate office
Coordinate and schedule December travel for Exacta team members into Austin for annual all-employee meeting.
Manage administrative projects as assigned by President.
Greet visitors and escort to appropriate area or person
Manage/distribute outgoing/incoming mail, express envelopes and courier deliveries
Management of Snacks & Drink sourcing; ensuring the break area is stocked appropriately and kept up in presentable standards
Perform other related duties, as assigned.