Executive Assistant

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.