Executive Assistant

About the role

This full-time, onsite position performs executive assistant responsibilities for assigned executive(s) at Las Vegas Grand Prix, Inc. The ideal candidate is a highly diligent, dedicated professional who understands the media, entertainment, and sports industries and thrives in a fast-paced, high-energy environment.

Responsibilities

• Manages and coordinates complex calendars and schedules for assigned executive(s), remaining flexible with constantly changing priorities, conflicts, and updates
• Identifies items needing immediate attention and assists in prioritizing tasks according to deadlines; monitors emails on behalf of executives when necessary
• Schedules and plans meetings and conference calls, including participants in global time zones
• Makes domestic and international travel arrangements (hotel, air, ground transportation, lodging, meals) and adapts to last-minute changes, sometimes outside business hours
• Coordinates office visitors (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
• Manages multiple priorities while supporting daily office operations in a fast-paced environment
• Drafts PowerPoint presentations and performs word processing duties as required
• Develops and maintains a well-organized filing system for easy reference and rapid retrieval of information
• Manages expense reporting and reimbursement process for assigned executives
• Performs general clerical duties: photocopying, faxing, scanning, mailing, filing, and answering calls
• Liaises with office manager regarding travel, visitors, catering, and other needs to ensure a seamless experience
• Performs other administrative and event duties as required, anticipating needs and providing high-quality support

Qualifications

• Bachelor’s degree or equivalent combination of education and experience
• At least five years of experience as an executive assistant; preference for demonstrated growth in a start-up environment
• Ability to act as a representative and point person for an executive
• Works well under pressure, both independently and collaboratively, to meet deadlines
• Makes well-informed decisions, exercises good judgment and discretion in varied situations, including without express direction
• Highly dependable self-starter with strong leadership and interpersonal skills; comfortable liaising with all levels of coworkers, partners, and service providers
• Excellent organizational skills with meticulous attention to detail and ability to multitask
• Exceptional work ethic, professional and “can-do” attitude; thrives in fast-paced environments requiring strong time management
• Effective oral and written communication skills; good with people
• Anticipates needs of team members and meeting attendees; proactive and takes initiative
• Handles conflict appropriately, knows when to delegate issues upward, and applies common sense
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint; aptitude for learning new software, including travel platforms
• Experience administering online, cloud-based applications (e.g., Zoom, DocuSign)
• Flexible, responsive, and works onsite in the Las Vegas office during business hours plus off-hours when needed
• Maintains confidentiality and strong ethical standards
• Comfortable using a computer and telephone for extended periods
• Quickly understands and complies with company policies, procedures, and practices
• Available to travel as needed