Administrative Assistant

Speedway Motorsports•Concord, NC

20m•Onsite

About The Position

The Administrative Assistant is responsible for a variety of important administrative tasks that are essential to the smooth operation of daily events that impact a large number of team members within the organization. At Charlotte Motor Speedway, we maintain a consistent focus on four core principles: • Take care of our teammates • Be known for remarkable events • Positively impact our community • Profitably improve The ideal candidate will adopt a GLOBE mentality. GLOBE stands for Generously Lending Our Best Efforts. This is achieved by holding themselves and their teammates compassionately accountable for taking our best practices “the last mile” – optimizing them for maximum value to all stakeholders while sharing insights on how to improve our company. The ideal candidate will also be a productive and proactive self-starter who is passionate about his/her duties and willing to put forth the extra effort to achieve excellence.

Requirements

Minimum of 1-year experience as an Office/Operations Assistant
Excellent Attendance
Able to thrive in a high-concentration, demanding and fast-paced company.
Like and excel in working in a Team (both internal and cross-functional) environment.
Proficiency in Microsoft Office Programs and Outlook
Exceptional organizational and time-management skills
Excellent attention to detail and commitment to quality
Outstanding communication and teamwork skills
Excellent oral and written skills
Willingness to work outside of standard position responsibilities as needed.
Cultivate an environment that fosters effective communication
Able to stand, sit, bend, twist, squat. Stoop. Kneel, Crouch, Climb, and reach at or able shoulder level continuous throughout a shift in a general office environment.
Able to withstand extreme outdoor temperatures though out a shift.
Driving may be required. Due to insurance restrictions, the candidate will need to be 21 years or older with a clean driving record

Nice To Haves

Financial and Budgeting experience a plus
A Bachelor’s Degree in Business Administration a plus

Responsibilities

Welcome / direct all visitors to the Operations office via the lobby window
Answer and respond to incoming calls and direct them to proper place as needed
Act as a Point of Contact between all departments and Operations in the execution of Events
Implement and maintain strong financial and budgeting processes and procedures in the execution/submission of Invoices, Purchase Orders, Expense Reports, etc. and reconciliation of Invoices to Purchase Orders to Finance.
Manage and maintain filing system (Vendor, A/P, and Assets)
Update weekly On-Call setup each Friday
Revise and update 3 Monthly Calendars with work schedules in Operations Office.
Daily update and maintenance of Fuel Log Spreadsheets with monthly summations for Finance.
Maintain office supplies and equipment
Responsible for the organization (well stocked) and cleanliness of the Office Kitchen and Breakroom.
Assist with scheduling and prepping (packets, copies, snacks, etc.) for meetings
Active participant in the planning and execution of company events (catering, etc.) and meetings.
Acquire and function as point of contact for Catering Partners for Company Events
Contribute in special projects and initiatives, conducting research and compiling information as required.
Conduct regular apparel inventories for inventory levels and replacement needs.
Assist employees with questions concerning supplies, apparel, etc.
Function as backup to the Operations Office Manager and Operations Leadership Team and liaise with cross-functional departments.
Desire and ability to learn new software programs as introduced into department/organization
Lift/carry objects up to 25 lbs. without assistance
Operate a company vehicle (Cushman, Trucks, Vans) properly and safely to run errands as needed on and off property.
Demonstrate a “can do” attitude – no task or request is outside of the job description – Teamwork makes the “dream (events)” work.
Eager to seek different and novel ways to create efficiencies when working on problems, challenges and issues.
Work Event days/hours outside of normal week.
Follow and enforce safety procedures and protocols