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Executive Assistant

Formula 1 Las Vegas Grand Prix
Las Vegas, NV

Apply Now

Job Details

Full-time
12 days ago

Qualifications

Microsoft Excel
Office activity coordination
Microsoft Outlook
Business travel arrangements
Event catering coordination
Phone communication
Startup experience
DocuSign
Catering experience
Writing skills
Copy machines
Zoom
Word embeddings
Executive administrative support
Scanning
Expense reports
Bachelor's degree
Task prioritization
Decision making
Conflict management
Organizational skills
Presentation preparation
E-signature software
Managing executive calendars
Phone call management
Senior level
Faxing
Travel planning software
Leadership
Delegation

Full Job Description

POSITION

This position will perform executive assistant responsibilities for the assigned executive(s) at Las Vegas Grand Prix, Inc. The ideal candidate will be a highly diligent, dedicated, committed, hard-working professional, who is collaborative and understands how the media, entertainment and sports industries operate. This position is full-time and must be onsite in the Las Vegas office.

RESPONSIBILITIES

Manages and coordinates complex calendars and schedules of the Assigned Executive(s) and remains flexible with constantly changing priorities, scheduling conflicts and other changes
Identifies items needing immediate attention and assists in prioritizing tasks according to deadlines; if necessary, monitors emails on behalf of Assigned Executives
Schedules and plans meetings and conference calls, which frequently could include participants in time zones around the globe
Makes arrangements for domestic and international business travel and meetings, to include hotel, air and ground transportation, lodging and meal reservations; maintains flexibility in making last minute changes to these arrangements, sometimes outside of business hours
Coordinates visitors to the office (sponsors, racing teams, event partners, F1 corporate, Liberty corporate) and assists with meeting agendas, event scheduling and catering
Coordinates with departments to prepare for joint presentations and meetings
Effectively manages multiple priorities while supporting daily office operations in a fast-paced and high-energy environment
Assists with drafting Power Point presentations; performs word processing duties as required
Develops and maintains a well-organized filing system that permits easy reference and rapid retrieval of information
Manages expense reporting and reimbursement process for Assigned Executives
Performs general clerical duties such as photocopying, faxing, scanning, mailing, filing and answering calls
Liaises with office manager regarding travel, visitors, catering and other needs to ensure a seamless and exceptional experience
Performs other administrative and event duties as required, providing high-quality support while anticipating needs

PREFERRED QUALIFICATIONS

Bachelor’s degree or equivalent combination of education and experience
At least five years of experience as an executive assistant; prefer demonstrated growth in a start-up environment
Demonstrated ability to act as a representative and point person for an executive
Work under pressure, both independently and in collaboration with others, in order to meet deadlines
Make well-informed decisions and exercise good judgment and discretion in a fast-paced environment and in a variety of situations, including in the absence of express direction
Highly dependable self-starter with strong leadership and interpersonal skills; comfortable liaising with all levels of co-workers, outside partners and service providers in a positive and professional manner
Excellent organizational skills with a meticulous attention to detail and ability to multi-task
Exceptional work ethic, professional and “can-do” attitude; ability to thrive in a fast-paced environment that requires strong time management skills
Effective communication skills, both orally and in writing; good with people
Anticipate needs of team members and meeting attendees; be proactive, take initiative
Ability to handle conflict appropriately, know when to delegate issues upward, and when to apply common sense
Excellent computer skills; proficiency in Microsoft Word, Excel, Outlook and PowerPoint, and aptitude for new software applications, including travel platforms
Experience administering online, cloud-based applications (i.e. Zoom & DocuSign).
Be flexible, responsive and work onsite in the Las Vegas office during business hours plus off-hours when needed
Maintain confidentiality and strong ethical standards
Use a computer and telephone for extended periods of time
Able to quickly understand and comply with Company policies, procedures and practices
Available to travel as needed

Las Vegas Grand Prix, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type. All employment decisions are based on business needs, job requirements, and individual qualifications without regard to race, color, religion, age, sex (including pregnancy), parental status, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Apply Now

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