Administrative Assistant, Racing Operations

Nascar•Daytona Beach, FL

6h•Onsite

About The Position

NASCAR Event Management seeks a talented professional to join in the position of Administrative Assistant, Racing Operations. This position will be responsible for providing comprehensive administrative support across Racing Operations, Security, and Medical departments, managing day-to-day business functions, facilities access control, event coordination, travel logistics, training administration, and cross-departmental liaison activities, while maintaining strict confidentiality and ensuring compliance with HIPAA guidelines and organizational policies.

Requirements

One-year certificate from college or technical school; or one to three years administrative professional experience and/or training; or equivalent combination of education and experience.
Proficient with Company-provided hardware and software.
Proficiency with web-based software applications, access control software applications and internet search engine software.
Able to maintain confidentiality
Customer service skills and patience.
Analytical and problem solving skills.
Familiarity with medical terminology
Ability to travel 10% of the time, including weekends.

Responsibilities

Prepares and maintains Racing Operations content folders and electronic files for each event (including but not limited to track security and safety plans, emergency action plans, event credentials, event schedules, track and public safety contacts, crime patterns, threat assessments, firearms qualifications, health certifications, and unique issues).
Manages and maintains multiple security access control systems for NASCAR's facilities by performing audits, troubleshooting access control issues, and producing access badges utilizing internal systems.
Assists in administering the department’s background screening program, including conducting screenings, managing chargebacks and billing processes, and preparing presentations and summary reports for leadership, while maintaining strict confidentiality.
Plans and implements cost-effective travel itineraries for department personnel and consultants while monitoring, tracking, and analyzing costs for budget auditing.
Updates and maintains internal department websites such as: SharePoint, ReadyOp, and MedChart.
Assists with coordination of the NASCAR Safety & Operations Summit, including on-site registration support, meeting documentation, and preparation of program and event materials.
Oversee the maintenance of all departmental administrative files by reviewing documents and filing appropriately for NASCAR Security, NASCAR Medical Liaisons, and other departments as needed.
Assists with NASCAR Roster requirements including team, event, and industry rosters and associated tasks.
Annually complete appropriate on-the-job training such as HIPAA.
Travel as needed to special events such as the NASCAR Safety & Operations Summit, NASCAR Drivers Health Fair, and other events or meetings as needed.
As directed, act as interoffice liaison with all NASCAR departments, sponsors, tracks, governmental agencies, and private business associates by answering calls/emails and receiving visitors.
Arranges meetings, assembles background materials, conducts research, prepares agenda, and notifies participants of meeting and topics to be discussed.
May include transcribing dictation from meetings for leadership review.
Assists with the review and administration of internal and external policies and procedures from initiation through completion, collaborating closely with department leaders to ensure accuracy, consistency, and compliance.
Assists with event preparations including communication with hospitals, air medical programs, racetracks, physicians, nurses, and others as appropriate.
Attend pre-event meetings.
Assists with management of NASCAR’s AED program, communicate with vendors, and assist with coordination of CPR training with Human Resources.
Perform other duties as assigned.