The National Association for Stock Car Auto Racing, Inc. (NASCAR) is the sanctioning body for the No. 1 form of motorsports in the United States. NASCAR consists of three national series (Monster Energy NASCAR Cup Series™, NASCAR XFINITY Series™, and NASCAR Camping World Truck Series™), four regional series, one local grassroots series and three international series. NASCAR is a company driven by technology and innovation, both of which are central to competition and are at the core of our sport. The sport’s impact is demonstrated with a strong corporate and media footprint. In 2017, more than 1 in 4 (28%) FORTUNE 500 companies continue to invest in NASCAR; while 51 million unique TV viewers, 55 million unique visitors to NASCAR’s in-house operated digital properties and 12 million followers on social platforms consume the sport at home. The International Motor Sports Association™ (IMSA®) governs the IMSA WeatherTech SportsCar Championship™, the premier U.S. sports car series. Based in Daytona Beach, Fla., with offices in eight cities across North America, NASCAR sanctions more than 1,200 races in more than 30 U.S. states, Canada, Mexico and Europe.
NASCAR seeks a talented professional to join in the position of Administrative Assistant based in our Daytona Beach, FL office. This position is responsible for covering a range of security administrative functions dealing with the day-to-day business operations of the department; facilities access control, event management, travel security, executive protection, training and liaison.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Prepares and maintains content folders and electronic files for each event (including Track Security and Safety Plans, Emergency Action Plans, passes, event schedules, track and public safety contacts, crime patterns, threat assessments, firearms qualifications, health certifications, and unique issues). Also:
Manages and maintains multiple security access control systems for NASCAR's facilities:
- Handles adds, deletes and issues, which includes producing access badges / cards for new employees and interns, assigning specific access and removal upon notification from Human Resources (HR).
Administers department's background screening program, from performing checks to managing charge-backs and billing. Also:
- Prepares a summary of background check approval by Managing Director of Security.
- Maintains all confidential investigative files.
Plans and implements cost-effective travel itineraries for department personnel while maintaining budget limits.
Monitors, tracks and analyzes costs for budget categories to alert Managing Director and Vice President/Chief Security Officer of potential overruns for cost containment.
Updates and maintains department websites; internal and external (InsideTrack and LEO Motorsports Security Special Interest Group).
Prepares and coordinates the annual Security Summits (website registration, hotel reservations, badges, site selection, meals, contract, program materials and vendor participation).
Travel to establish and operate Security Command Center whenever and wherever needed.
As directed, act as interoffice liaison with all NASCAR departments, sponsors, tracks, governmental agencies and private business associates.
Prepares presentations, charts, and layouts for Managing Director and Vice President/Chief Security Officer incorporating independent research.
Conduct project planning, technical research, cost analysis for presentation to Vice President/Chief Security Officer and Managing Director of Security on topics as assigned.
Arranges meetings, assembles background materials, conducts research, prepares agenda and notifies participants of meeting and topics to be discussed.
Takes and transcribes dictation involving specialization and technical information. Responsible for creating and distributing correspondence, in conjunction with above primary responsibilities.
Answer phones and receives visitors for Vice President/Chief Security Officer and Managing Director of Security, answers questions, and handles all matters that do not require the Vice President/Chief Security Officer and Managing Director to handle personally. Also:
- Evaluates which calls or visitors should be directed elsewhere.
- Obtains needed background information before returning calls or visitors to the Vice President/Chief Security Officer and Managing Director of Security.
Oversees the maintenance of all departmental administrative files as appropriate.
Receives incoming mail and internal correspondence and establishes controls on certain items. Attaches previous correspondence and other background information to incoming correspondence. Searches files for information to be used in replies or requests for information. Processes outgoing mailings.
Works closely with Security Managers in researching, writing, proofing and publishing Security policies and procedures.
Works closely with Vice President/Chief Security Officer in coordinating meetings, travel, third party service provider reviews, social media reviews, and various other tasks.
Independently develops work products for event management and corporate Security.
Performs other duties as assigned.
Percent of travel required: 10%, including weekends.
EDUCATION and/or EXPERIENCE
One-year certificate from college or technical school; or one to three years administrative professional experience and/or training; or equivalent combination of education and experience.
Proficiency with web-based software applications, access control software applications and internet search engine software.
Confidentiality, customer service, organizational, analytical, patience and problem solving.
The position is frequently required to lift or move up to 25 pounds.