Executive Assistant (Full Time)

T11 Concourse

Circuit of The Americas (COTA) is a 365-entertainment destination for world-class events located in Austin, TX. The sports and entertainment portfolio at COTA is unmatched in the country with Formula 1 US Grand Prix, NASCAR and MotoGP attracting global fans during championship races on the famed Circuit and Live Nation producing over 30 headline concerts every year at the Germania Insurance Amphitheater. 

Job Description:

Do you excel at anticipating needs and streamlining processes? Are you a master organizer with exceptional communication skills? If you enjoy supporting a high-powered executive and keeping things running smoothly, then this Executive Assistant role is a perfect fit!

Requirements & Essential Functions:

• Direct Assistance: to VP of T11.
• Events: Attendance of all COTA events.
• Event Planning: Assist in planning events.
• Manage Assets: Responsible for and maintain department assets.
• Schedule Management: Manage the executive's calendar, prioritizing appointments, meetings, and travel arrangements. Ensure the executive stays on time and prepared for all commitments.
• Communication Hub: Liaison between T11 and COTA event planning staff. Act as the gatekeeper for the executive's communication. Screen emails and phone calls, prioritize messages, and draft responses as needed.
• Project & Task Management: Proactively manage the executive's workload by anticipating needs, scheduling deadlines, and ensuring projects are completed efficiently.
• Meeting & Travel Coordination: Arrange logistics for meetings, conferences, and travel. This includes booking venues, coordinating itineraries, and preparing meeting agendas and materials.
• Document Management: Prepare presentations, reports, and other documents according to the executive's preferences. Maintain filing systems and ensure all records are organized and readily accessible. Proficient in Microsoft Office Suite and project management tools (Excel) spreadsheets, etc.
• Confidentiality & Discretion: Maintain the strictest confidentiality regarding all executive and company information.
• Minimum 3-5 years of experience as an Executive Assistant or related administrative role.
• Strong organizational, time management, and prioritization skills.
• Excellent written and verbal communication skills, with the ability to draft professional correspondence.

Knowledge, Skills, and Abilities:

• Self-motivated to talk to current customers and help find and research potential ones.  
• Ability to work independently and take initiative.
• Strong interpersonal skills; can effectively communicate and relate to all levels within and outside the organization; create and build positive and productive relationships.
• Ability to make tough decisions, gains input from others and moves decisions forward in the organization.
• Responds quickly and effectively to changing trends and circumstances; embraces change and welcomes fresh perspectives; learns from past mistakes and adjusts accordingly.
• Ability to manage appropriate steps to get projects completed; has strong abilities to organize people and processes; can create a plan for resourceful workflow.
• Can be trusted to act in a manner that is truthful and values direct, honest communication at all levels of the organization.

Physical Demand & Work Environments:  

• Ability to stand, sit, use of hands to handle, or feel, reach with hands and arms.
• Ability to lift and/ or move up to 25 pounds.
• Ability to squat, bend, twist, push/pull.
• Ability to stand/walk for long periods.
• Specific vision abilities required by this job include close vision and distance vision.
• Work in extreme environments outdoors throughout the year.
• The noise level in the work environment is usually moderate but can be loud during events.

Benefits of working with us:

• Competitive salary and benefits package.
• Fast-paced and dynamic work environment.
• Opportunity to play a vital role in the success of a senior executive.

If you are a resourceful and organized individual with a dedication to excellence, we encourage you to apply!

EQUAL EMPLOYMENT OPPORTUNITY:

COTA strongly supports equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by state or federal law.