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Administrative Assistant

Indianapolis, Indiana, United StatesIndyCar

Job description

Arrow McLaren is the McLaren Racing IndyCar team located on the West side of Indianapolis. By joining our team, you’ll be part of an exhilarating racing program that aims to set the standard for high performance in sport. Our values define what matters most to us:

Innovative – Respectful – Inclusive – Energetic – Brave

Every day, we want members of this team to come to work with a simple goal in mind: Build better race cars and develop better ways to go racing.

Focus on the process, enjoy the process of continual improvement and the results will take care of themselves.

Purpose of the Role: The role of the Administrative Assistant, reporting to the Operations Director, is to maximize the operational efficiency of the Arrow McLaren team. This is accomplished by leading communication, time management, and group interaction, effectively operating with key internal and external stakeholders.

High-level Summary:

  • Front desk/visitor management
  • Shared Inbox management
  • Manage travel logistics
  • Documentation creation and management
  • Director meeting/calendar management
  • PTO cover for Administrative Assistants and Trackside Logistics & Travel Senior Specialist
  • Ad hoc administrative tasks

Principal Accountabilities:

  •  Follow-up with, transfer, and answer calls to Company’s main phoneline
  • Sort and distribute incoming mail and arrange shipping, maintains office supplies and regularly maintains filing/print room
  • Assisting with the set-up of office Managers meetings, including booking meeting rooms, catering, AV and confirming details with attendees in a timely manner
  • Creating and managing documentation, reports, uploading them onto company systems, printing, and distribution
  •  Support travel logistics, including car rentals, air travel, and hotels, working closely with the Trackside Logistics & Travel Senior Specialist
  • Opening, acknowledging and coordinating responses to e-mail inquiries to shared Company inbox, and Directors as requested
  • Provide back-up support and PTO cover for Admin Assistant and Trackside Logistics & Travel Senior Specialist
  • Working as part of a team to assist in events including preparation of invites and information documentation, managing attendees, distributing tickets, and assisting in duties at the event
  • Maintain confidentiality of the business operations, to include visitors, and other proprietary information
  •  Proactively engaging or owning/writing standard operational protocols, guidelines and procedures
  • Responsible for setting the security system and opening/closing front office

Job requirements

Knowledge, Skills and Experience:

  •  Strong interpersonal skills
  • Excellent attention to detail
  • Effective communication, both written and verbal
  • Able to manage multiple tasks concurrently and prioritize easily
  • High School Diploma, Bachelor’s Degree ideal but not required
  • Proactive approach to situations and uses initiative to resolve issues or improve processes
  • Can be flexible to provide support at often unsociable hours, including evenings and weekends
  • Able to use MS Office; Outlook, Word, Excel, PowerPoint

Total Rewards:

  • Comprehensive Medical, Dental, & Vision benefits
  • 401(k) Retirement match
  • Voluntary life, short-term and long-term disability benefits
  • Annual bonus plan
  • Competitive time off plan
  • Company discounts, including kit apparel

Arrow McLaren is committed to equal employment opportunity. All applicants will receive consideration for employment without regard to age, disability, ethnicity, gender (including gender identity and gender expression), marital status, national origin, race, religion, sex, sexual orientation, veteran status or any other status or condition protected by applicable federal, state, or local laws.