Administrative Assistant at Speedway Motorsports

Concord, North Carolina, United States -

Full Time

Start Date

Immediate

Expiry Date

14 May, 26

Salary

15.0

Posted On

13 Feb, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Tasks, Office Management, Financial Processes, Budgeting, Invoicing, Purchase Orders, Expense Reports, Filing System Maintenance, Scheduling, Event Planning, Catering Coordination, Inventory Management, Software Proficiency, Time Management, Attention To Detail, Communication

Industry

Spectator Sports

Description

Administrative Assistant - Operations Department Responsibility of: Operations Office Manager What if you could find a job where you work part-time (20-25 hrs per week) from 9-2pm with additional hours during events and still be a part of the Charlotte Motor Speedway Family? Then what better place than the Heart of Charlotte Motor Speedway as a member of the Operations Team? Caught your attention? Position Summary: 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. Roles & 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 Requirements * Minimum of 1-year experience as an Office/Operations Assistant * Financial and Budgeting experience a plus * 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 * A Bachelor’s Degree in Business Administration a plus Physical Abilities: * 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 The above description denotes some of the specific characteristics that are necessary to perform the principal functions of the job and are not intended to be a description of all work requirements that may be inherent in the position. What makes the ideal candidate – The “I am here to make the fans have the most memorable experience ever regardless of the task or the length of my work day or work week” drive or passion. If this sounds like you – then apply and let’s chat. Charlotte Motor Speedway is an equal opportunity employer.

Responsibilities

The Administrative Assistant supports the Operations Office Manager by handling essential administrative tasks crucial for smooth daily event operations impacting many team members. Key duties include managing communications, maintaining financial records like invoices and purchase orders, and assisting with event planning and office organization.