Executive Assistant & Office Manager

RaceTrac

2d

About The Position

The Executive Assistant & Office Manager will wear many hats with an emphasis on providing administrative support to the executive team, overseeing the seamless operations of the office, and ensuring a well-organized, efficient, and welcoming work environment for employees and guests. What You’ll Do: Provide high-level administrative support and assistance to executive team Manage and maintain executive calendars through Outlook Schedule, prioritize, and coordinate internal and external meetings, including communicating all relevant details to participants Oversee travel arrangements and logistics for executive team Prepare executives expense reports, ensuring accuracy of account code designation Coordinate various team events and offsites, including details such as catering, entertainment, transportation, location, invitee list, equipment, etc. Handle phone, email, and postal mail inquiries as needed and respond appropriately Assist with special projects and research, including preparing summaries and reports Oversee the day-to-day administrative operations of our office Maintain a comprehensive inventory of office supplies and equipment Cultivate and manage relationships with office-related vendors and suppliers, including negotiating contracts and agreements to secure cost effective solutions to office needs Oversee and coordinate property maintenance and repairs Manage office space, layout, and seating arrangements Assist in creating and managing the office budget, monitoring expenses on an ongoing basis Develop ad hoc financial and operational reporting as needed What We’re Looking For: Bachelor’s degree preferred Minimum of 5+ years of prior administrative experience required Outgoing, upbeat personality with the ability to juggle tasks and priorities with ease Meticulous attention to detail Demonstrated proficiency in Microsoft office Suite (Word, Excel, Outlook, PowerPoint) Strong communication (written and verbal) skills Excellent time management skills Ability to deal sensitively with confidential material #Gulf Fueled by Growth, Driven by You At RaceTrac, our people make the difference. Whether you’re working in a store, at our corporate office, or on the road, you’ll be part of a team that brings energy, innovation, and a passion for serving others every day. We support each other, celebrate wins big and small, and create opportunities for growth at every level. With four operating divisions RaceTrac, RaceWay, Energy Dispatch, and Gulf - there’s always a new challenge to take on and a new path to pursue. Join us and discover how far your career can go. To see what #LifeatRaceTrac is like, visit our LinkedIn, Facebook, and Instagram pages. All qualified applicants will receive consideration for employment with RaceTrac without regard to their race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations. Responsibilities: Provide high-level administrative support and assistance to executive team Manage and maintain executive calendars through Outlook Schedule, prioritize, and coordinate internal and external meetings, including communicating all relevant details to participants Oversee travel arrangements and logistics for executive team Prepare executives expense reports, ensuring accuracy of account code designation Coordinate various team events and offsites, including details such as catering, entertainment, transportation, location, invitee list, equipment, etc. Handle phone, email, and postal mail inquiries as needed and respond appropriately Assist with special projects and research, including preparing summaries and reports Oversee the day-to-day administrative operations of our office Maintain a comprehensive inventory of office supplies and equipment Cultivate and manage relationships with office-related vendors and suppliers, including negotiating contracts and agreements to secure cost effective solutions to office needs Oversee and coordinate property maintenance and repairs Manage office space, layout, and seating arrangements Assist in creating and managing the office budget, monitoring expenses on an ongoing basis Develop ad hoc financial and operational reporting as needed Qualifications: All qualified applicants will receive consideration for employment with RaceTrac without regard to their race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations. Working at RaceTrac, Inc. (RTI) will surprise you! We are more than just a convenience store business. RTI is made up of five operating divisions: RaceTrac, RaceWay, Gulf, Inc, and Energy Dispatch. While there are many different teams that keep our business running each day, we can guarantee you a few things if you join one of our teams - we never stop learning and we are constantly innovating, improving, and trying new things. There is never a dull day. Apply today to join in on the fun!

Requirements

• Bachelor’s degree preferred
• Minimum of 5+ years of prior administrative experience required
• Outgoing, upbeat personality with the ability to juggle tasks and priorities with ease
• Meticulous attention to detail
• Demonstrated proficiency in Microsoft office Suite (Word, Excel, Outlook, PowerPoint)
• Strong communication (written and verbal) skills
• Excellent time management skills
• Ability to deal sensitively with confidential material

Responsibilities

• Provide high-level administrative support and assistance to executive team
• Manage and maintain executive calendars through Outlook
• Schedule, prioritize, and coordinate internal and external meetings, including communicating all relevant details to participants
• Oversee travel arrangements and logistics for executive team
• Prepare executives expense reports, ensuring accuracy of account code designation
• Coordinate various team events and offsites, including details such as catering, entertainment, transportation, location, invitee list, equipment, etc.
• Handle phone, email, and postal mail inquiries as needed and respond appropriately
• Assist with special projects and research, including preparing summaries and reports
• Oversee the day-to-day administrative operations of our office
• Maintain a comprehensive inventory of office supplies and equipment
• Cultivate and manage relationships with office-related vendors and suppliers, including negotiating contracts and agreements to secure cost effective solutions to office needs
• Oversee and coordinate property maintenance and repairs
• Manage office space, layout, and seating arrangements
• Assist in creating and managing the office budget, monitoring expenses on an ongoing basis
• Develop ad hoc financial and operational reporting as needed

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees