Administrative Assistant, Competition

At NASCAR, you will find a community of passionate individuals who care about our sport and are united in seeing it grow.

We are a company unlike any other. We want you to bring your experience, skills and passion to our close-knit, high-energy environment in which our employees thrive and where you can prosper. We know the key to our success is our employees and we offer highly competitive salaries, a solid benefits package focused on wellness, and opportunities for you to grow and develop both personally and professionally. It won’t take you long to find out that you are on the right track here at NASCAR!

NASCAR Event Management seeks a talented professional to join in the position of Administrative Assistant, Competition.  This role manages business-related tasks for the NASCAR National Series Directors.

Responsibilities/Duties/Functions/Tasks

• Maintain and manage the calendars for National Series Directors; Managing Director, Pit Road Officiating and Rules Compliance; and VP of Technical Inspection/Officiating including managing the departments travel plans, lodging, flights, and rental cars.

• Prepare written correspondence for the National Series Directors, including group email correspondence between all National Series Directors and Team personnel. 

• Prepare at-track race documents (notebooks and/or folders) for National Series Directors for each race.  And then file/maintain said documents when they return from the track.  

• Maintain and dispose of documents in accordance with Document Retention Policy.

• Download and catalog race video files post-race.

  Maintain team contact information database for the Managing Directors and the Directors of Technical Inspection and Assistant Series Directors.

• Handle special projects assigned – i.e. officials meeting, official’s dinners, preparation of forms and printed materials used by Officials, order business cards, IT requests, Canadian race paperwork, etc.

• Liaison between National Series Directors and Teams.  Answer team questions via phone and email daily. 

• Correlate and distribute race data to teams weekly.

• Attend meetings, take minutes, and send out data as needed.

• Process expense reports for National Series Directors; Managing Director, Pit Road Officiating and Rules Compliance; and VP of Technical Inspection/Officiating.

• Coordinate travel arrangements – hotel, flights, rental cars.

• Receive, copy/scan and forward to accounting, all fuel receipts for officials with Fuel cards.  Approve P-card fuel purchases and transmit receipts for four managers.  

• Process miscellaneous invoices/expense reports as received.

  Maintain and transmit Travel Logs to payroll for National Series Directors.

• Maintain Sharepoint At-Track Site for Officials.

• Assist the National Series Officials as needed:  Answer questions, transfer calls, etc. for the Officials to help them with their routine needs within the company.

• Answer phones for the National Series Managing Directors;

• Managing Director, Pit Road Officiating and Rules Compliance; and VP of Technical Inspection/Officiating.

• Act as backup for Issuance of Penalties – in the absence of other office personnel.

Key Skills & Proficiencies

• Proven experience managing an office environment a must;

• Proficiency in MS Office (MS Excel, Word, PowerPoint, MS Outlook, Visio in particular);

• Excellent time management skills, attention to detail and the ability to multi-task and prioritize work;

• A proactive approach to problem-solving with strong decision-making skills;

• Excellent written and verbal communication skills;

• Strong organizational and planning skills in a fast-paced environment;

• Maintain confidentiality

• Attention to detail

• Time management & ability to multi-task

Education and/or Experience

• Associates degree or equivalent from two-year College is preferred or minimum of three years related experience and/or training; or equivalent combination of education and experience.