RaceTrac Company Overview
Job Description:
The Executive Assistant & Office Manager will wear many hats with an emphasis on providing administrative support to the executive team, overseeing the seamless operations of the office, and ensuring a well-organized, efficient, and welcoming work environment for employees and guests.
Responsibilities:
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Provide high-level administrative support and assistance to executive team
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Manage and maintain executive calendars through Outlook
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Schedule, prioritize, and coordinate internal and external meetings, including communicating all relevant details to participants
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Oversee travel arrangements and logistics for executive team
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Prepare executives expense reports, ensuring accuracy of account code designation
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Coordinate various team events and offsites, including details such as catering, entertainment, transportation, location, invitee list, equipment, etc.
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Handle phone, email, and postal mail inquiries as needed and respond appropriately
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Assist with special projects and research, including preparing summaries and reports
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Oversee the day-to-day administrative operations of our office
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Maintain a comprehensive inventory of office supplies and equipment
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Cultivate and manage relationships with office-related vendors and suppliers, including negotiating contracts and agreements to secure cost effective solutions to office needs
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Oversee and coordinate property maintenance and repairs
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Manage office space, layout, and seating arrangements
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Assist in creating and managing the office budget, monitoring expenses on an ongoing basis
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Develop ad hoc financial and operational reporting as needed
Qualifications:
- Bachelor’s degree preferred
- Minimum of 5+ years of prior administrative experience required
- Outgoing, upbeat personality with the ability to juggle tasks and priorities with ease
- Meticulous attention to detail
- Demonstrated proficiency in Microsoft office Suite (Word, Excel, Outlook, PowerPoint)
- Strong communication (written and verbal) skills
- Excellent time management skills
- Ability to deal sensitively with confidential material