Executive Assistant & Office Manager - RaceTrac

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:

• Provide high-level administrative support and assistance to executive team
• Manage and maintain executive calendars through Outlook
• Schedule, prioritize, and coordinate internal and external meetings, including communicating all relevant details to participants
• Oversee travel arrangements and logistics for executive team
• Prepare executives expense reports, ensuring accuracy of account code designation
• Coordinate various team events and offsites, including details such as catering, entertainment, transportation, location, invitee list, equipment, etc.
• Handle phone, email, and postal mail inquiries as needed and respond appropriately
• Assist with special projects and research, including preparing summaries and reports
• Oversee the day-to-day administrative operations of our office
• Maintain a comprehensive inventory of office supplies and equipment
• Cultivate and manage relationships with office-related vendors and suppliers, including negotiating contracts and agreements to secure cost effective solutions to office needs
• Oversee and coordinate property maintenance and repairs
• Manage office space, layout, and seating arrangements
• Assist in creating and managing the office budget, monitoring expenses on an ongoing basis
• 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