NASCAR - Daytona Office

  • IMSA - Executive Assistant to the President

    Job Locations US-FL-Daytona Beach
    ID
    2018-1924
    # of Openings
    1
    Category
    Administrative/Clerical
    Company
    IMSA (International Motor Sports Association)
  • Job Description

    IMSA seeks a talented professional to join our team in the position of Executive Assistant to the President based in our Daytona Beach, FL office.

     

    As the Executive Assistant you will provide support to the President, acting with little supervision, anticipating needs while managing the daytoday workflow and prioritizing various projects, which includes scheduling, preparing materials for meetings, and participating in a wide range of special projects. The Executive Assistant to the President will perform, coordinate and oversee administrative duties while providing an extensive level of support. This will enable the President to work more efficiently and effectively towards reaching the organization’s goals.

    Who We Are:  The International Motor Sports Association, LLC (IMSA) was originally founded in 1969 and has a long and rich history in professional sports car racing in North America. Today, IMSA is the sanctioning body for the IMSA WeatherTech SportsCar Championship, the premier professional sports car racing series in North America. IMSA also sanctions the IMSA Continental Tire SportsCar Challenge and the IMSA Prototype Challenge Presented by Mazda, as well as four one-make series: Porsche GT3 Cup Challenge USA by Yokohama; Ultra 94 Porsche GT3 Cup Challenge Canada by Yokohama; Ferrari Challenge North America; and Lamborghini Super Trofeo North America. IMSA – a company within the NASCAR family of companies – is also the exclusive strategic partner in North America with the Automobile Club de l'Ouest (ACO) which operates the 24 Hours of Le Mans. For more information, visit www.IMSA.com, www.twitter.com/IMSA or www.facebook.com/IMSA.

     

    Primary Roles & Responsibilities:

    Proactively manage the executives’ daily schedules and calendars collaborating with the President and using independent judgement to account for and accommodate delays, reschedules and last minute changes as necessary; anticipate and work to mitigate conflicts and issues before they occur

     

    Manage travel calendar and make arrangements for air travel, hotel accommodations, rental cars and related for the President; make recommendations for the most cost-effective and efficient itineraries; coordinate in-person meetings to efficiently make use of time and resources

     

    Coordinate and initiate the correspondence entering and leaving the executives’ offices, including written, electronic and telephone communications; handle or reroute inquiries and requests as appropriate. Proactively prepare draft responses to written correspondence with draft communications prepared for review, editing and responding

     

    Schedule all meetings and travel, including prioritizing meetings and communicating all relevant details to participants

    Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines

    Directly assist in the preparation and design of presentations to successfully communicate industry, organizational and departmental objectives

     

    Conceptualize and evolve ideas and raw data into visual tools effectively conveying relevant information

     

    Provide day-to-day support to senior level executives, relieving them of general administrative tasks

     

    Ensure President is prepared in advance for upcoming appointments by gathering materials and providing briefs necessary for each meeting

    You’ll work primarily with IMSA management staff and select members of the NASCAR staff to collect and assemble information for presentations, projects and strategic planning

    Serve as the first point of contact for a wide variety of high-level relationships between President and internal and external contacts

    Draft and edit correspondence, articles, reports and presentations; transcribe meeting notes

    Coordinate and manage special projects, including working collaboratively with staff to assure projects meet deadlines  

    Work as a member of the senior management team, willingly providing backup support for coworkers when appropriate and possible and actively supporting group goals

    Coordinate, schedule and oversee the logistics related to event debriefs, meetings, conferences and events of varying size and scope, including catering and A/V needs as appropriate

     

    Monitor Legal Task Report and proactively engage with responsible representatives from IMSA and IMSA Properties to ensure timely processing of all legal matters

     

    Process all expense reports for President on a monthly basis via the online system

     

    Attend IMSA Marketing, Administration and Competition staff meetings as representative of the President

     

     

     

    Candidate Profile:

    Utilize analytical skills and demonstrate a broad understanding of the business to effectively interpret and anticipate needs

    Exhibit sound judgment and the ability to make reasonable decisions in the absence of direction; working effectively without constant and direct supervision or guidance

    Demonstrate absolute confidentiality across a broad spectrum of topics and individuals

    Demonstrate flexibility in the face of change

    Project a positive demeanor regardless of changes in working conditions

    Produce well thoughtout, professional correspondence free of grammatical and spelling errors

    Interact professionally with stakeholders and associates at all times

    Promptly respond to requests with accuracy and a courteous demeanor

    Demonstrate an awareness of fundamental business principles of IMSA, as well as a general understanding of the overall motorsports industry in which the business operates

    Display proficiency using standard office equipment such as a computer, fax, photocopier, scanner, etc.

    Demonstrate advanced proficiency by quickly adapting to new technology and willingly acquiring new technical skills

    Less than 5% travel expected, can include some weekends attending local and regional motorsports events.

     

    Required Skills/Experience:

    Bachelor’s degree from a four-year college or university and three to five years related experience supporting senior level executives. It is imperative the candidate has experience working with senior level executives and across multiple departments.

     

    Summary of Qualifications:

    You have proven organizational and time management skills to complete a high volume of varied responsibilities in a fast-paced setting with excellent attention to detail and the belief that no task is too big or too small

    You have superb communication skills (oral and written) with a confident, concise, clear and compelling style

    Produce well thoughtout, professional correspondence free of grammatical and spelling errors

    Proficient in all MS Office applications including, Word, Excel, PowerPoint

    Excellent relationship builder; able to demonstrate a high level of tact, discretion and diplomacy with all internal and external stakeholders. Must also demonstrate ability to maintain confidentiality with sensitive information

    Skilled in all aspects of planning and project management/able to take an idea from concept to completion

    Resourceful, strategic problem-solving ability with a fun, positive “can do” attitude and fun sense of humor

    OTHER SKILLS AND ABILITIES

     

    Ability to work effectively with a broad cross-section of staff members. Ability to effectively interact with everyone from senior management peers to entry-level interns. Ability to meet time-sensitive deadlines, comfortable taking on last-minute tasks and able to adapt to shifting priorities

     

    Superior organization skills and ability to multi-task and prioritize work flow

     

    Strong attention to detail

     

    Needs to be a self-starter that can work independently without direction; not afraid to make educated, informed decisions

     

    Excellent verbal, written, and interpersonal skills; able to interact effectively and professionally with individuals from all levels of the industry, including the highest-level executives and VIPs

     

    Able to maintain the highest levels of confidentiality and discretion

     

    Schedule flexibility – able to occasionally work into the evening hours – available and willing to received occasional after-hours phone calls

     

    Apply Now:

     

    Learn more about this role and our team by applying at www.careers.nascar.com for consideration.

     

    We are a company unlike any other. At IMSA, you will find a community of diverse individuals respectful of our history, full of passion and drive with an eye towards the future. We want you to bring your experience, skills and passion to our close-knit, high-energy environment in which our staff members thrive and where you can prosper. We know the key to our success is directly tied to the success of the members of our team. 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 IMSA!

    IMSA is committed to fostering a diverse work environment where all employees feel valued and empowered. IMSA is an Equal Opportunity Employer (EEO). We seek to attract and retain the best qualified people available. All qualified applicants will receive consideration for employment without regard to race, sex, national origin, age, color, disability, religion, sexual orientation, genetic information, pregnancy, or any characteristic that is protected by law.

     

    Options

    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed