Administrative Coordinator

Job Description

Job Description

Administrative Coordinator

Department: Business Administration
Reports to: Executive Assistant to CEO
Status: Full-time, in-office

Position Summary

The Administrative Coordinator keeps daily office operations organized, responsive, and running smoothly. This role provides broad administrative and operational support, serves as a backup to the Executive Assistant to the CEO, and helps create a professional, welcoming experience for fans, customers, guests, and staff.

The ideal candidate is reliable, detail-oriented, adaptable, and comfortable managing multiple priorities in a fast-paced motorsports environment.

Key Responsibilities

• Provide daily administrative support and respond to routine office needs.
• Maintain conference room calendars, resolve scheduling conflicts, and prepare meeting spaces.
• Coordinate meetings from scheduling through execution, including room setup, materials, technology, catering, and cleanup.
• Arrange business dinners, reservations, attendee details, and related logistics.
• Back up the Executive Assistant to the CEO with travel arrangements, itineraries, calendar coordination, and schedule changes.
• Support team travel coordination and company events as requested.
• Greet visitors, answer and route main-line calls, and respond to general questions professionally.
• Manage merchandise sales and support apparel inventory processes.
• Maintain an organized, welcoming lobby and ensure breakrooms and kitchens are stocked and maintained.
• Oversee office administration, including supply ordering, document management, forms, mail, packages, and shipments.
• Support shipping logistics and help identify cost-effective processes.
• Communicate scheduling and logistical updates promptly and handle sensitive information with discretion.
• Identify opportunities to improve office processes and efficiency.
• Perform other related duties as assigned.

Required Qualifications

• Bachelor’s degree in Business Administration, Sports Management, or a related field, or equivalent experience.
• 3–5+ years of administrative or operations experience.
• Experience coordinating travel, managing calendars, scheduling meetings, and supporting senior-level administrative needs.
• Experience coordinating catered meetings, business dinners, and event logistics.
• Strong organizational, multitasking, written, and verbal communication skills.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel, and scheduling tools.
• Ability to manage changing priorities and tight deadlines.
• Ability to work occasional nights and weekends.

Preferred Qualifications

• Experience with a professional or competitive motorsports team.
• Knowledge of expense reporting systems and budget tracking.

Core Competencies

• Adaptability and sound judgment
• Problem-solving and critical thinking
• Planning and prioritization
• Team-oriented approach
• Reliability, professionalism, discretion, and follow-through

Work Environment

This is an office-based role in a high-energy motorsports environment and may require lifting and carrying materials weighing up to 20 pounds.