Administrative Coordinator

Position SummaryThe Administrative Coordinator ensures smooth administrative operations and provides high-level, day-to-day office support, including serving as a backup to the Executive Assistant to the CEO as needed. The ideal candidate thrives in a fast‑paced motorsports environment, is reliable, detail‑driven, adaptable, and capable of multi-tasking while adhering to tight timelines and evolving schedules. As a key point of contact for fans, customers, guests, and other visitors, this individual must consistently represent LEGACY MOTOR CLUB with professionalism, responsiveness, and a welcoming presence. Key Responsibilities Administrative & Operational SupportProvide daily administrative support to the team and respond to routine office needsMaintain conference room calendars, resolve scheduling conflicts, and ensure meeting spaces are available and ready for use. Ensure rooms used for catered lunch are cleaned up after meeting concludes.Coordinate meetings from scheduling through execution, including room setup, materials, technology, and other logistical needsArrange catered meals for meetings and organize business dinners, including reservations, attendee details, and related logisticsProvide day-to-day backup support to the Executive Assistant to the CEO, including coordinating travel arrangements, itineraries, and schedule changes as neededSupport the shop/competition apparel process and keep accurate records of inventory supply (aligning with DOA)Serve as a backup for team travel coordinatorGreet and assist fans and guests as they enter the reception areaAnswer the main line calls, route calls to necessary employees and be able to respond to general questions with professionalism and accuracy.Manage merchandise sales (team store) working closely with the VP of LicensingMaintain the look and feel of the lobby, ensuring the area is clean and organized at all timesOversee office administration and anticipate day-to-day operational needs, including supply ordering, document management, process improvements, and other activities that keep the office running efficiently and professionallySupport company events as requested by managerEnsure all breakrooms and kitchens are fully stocked, and maintained on a daily and weekly basis Create efficiencies by using forms to request office supplies, apparel, etc. Communication & CoordinationCommunicate timely information regarding scheduling, and logistical updatesEnsure when office is closed there is adequate notice to vendors (i.e., FEDEX, UPS, visitors, etc.) via signs or notices.Support a positive team culture through professionalism and proactive servicePositive engagement with all staff and visitors Required QualificationsBachelor’s degree in Business Administration, Sports Management, or a related field (or equivalent experience)3-5+ years of administrative, or operations experience (motorsports or sports environment preferred)Experience coordinating travel, managing calendars, scheduling meetings, and supporting senior-level administrative needsExperience coordinating catered meetings, business dinners, and related event logisticsDemonstrated ability to manage complex schedules and logistics under tight deadlinesStrong organizational and multitasking skills with high attention to detailExcellent written and verbal communication skillsProficiency in Microsoft Office (Outlook, Word, Excel) and scheduling toolsAbility to work long hours, including nights, weekends occasionally Preferred QualificationsPrior experience with a professional or competitive motorsports teamKnowledge of expense reporting systems and budget tracking Core CompetenciesAdaptability in a high‑pressure environmentProblem‑solving and critical thinkingStrong planning and prioritization skillsTeam‑oriented mindsetReliability, professionalism, discretion, and consistent follow-through Work Environment & Physical DemandsHigh‑energy motorsports environmentOffice‑based work environmentMay require lifting and carrying materials up to 20 pounds Equal Opportunity StatementLEGACY MOTOR CLUB is an equal opportunity employer committed to creating an inclusive workplace. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.