Job Description
Job Description
Receptionist
Department: Business Administration
Reports to: Executive Assistant to CEO
Status: Full-time, in-office
Position Summary
The Receptionist keeps daily office operations organized, responsive, and running smoothly. This role provides broad administrative and operational support, serves as a backup to the Executive Assistant to the CEO, and helps create a professional, welcoming experience for fans, customers, guests, and staff.
The ideal candidate is reliable, detail-oriented, adaptable, and comfortable managing multiple priorities in a fast-paced motorsports environment.
Key Responsibilities
- Provide daily administrative support and respond to routine office needs.
- Maintain conference room calendars, resolve scheduling conflicts, and prepare meeting spaces.
- Coordinate meetings from scheduling through execution, including room setup, materials, technology, catering, and cleanup.
- Arrange business dinners, reservations, attendee details, and related logistics.
- Back up the Executive Assistant to the CEO with travel arrangements, itineraries, calendar coordination, and schedule changes.
- Support team travel coordination and company events as requested.
- Greet visitors, answer and route main-line calls, and respond to general questions professionally.
- Manage merchandise sales and support apparel inventory processes.
- Maintain an organized, welcoming lobby and ensure breakrooms and kitchens are stocked and maintained.
- Oversee office administration, including supply ordering, document management, forms, mail, packages, and shipments.
- Support shipping logistics and help identify cost-effective processes.
- Communicate scheduling and logistical updates promptly and handle sensitive information with discretion.
- Identify opportunities to improve office processes and efficiency.
- Perform other related duties as assigned.
Required Qualifications
- Bachelor’s degree in Business Administration, Sports Management, or a related field, or equivalent experience.
- 3–5+ years of administrative or operations experience.
- Experience coordinating travel, managing calendars, scheduling meetings, and supporting senior-level administrative needs.
- Experience coordinating catered meetings, business dinners, and event logistics.
- Strong organizational, multitasking, written, and verbal communication skills.
- Proficiency with Microsoft Office, including Outlook, Word, and Excel, and scheduling tools.
- Ability to manage changing priorities and tight deadlines.
- Ability to work occasional nights and weekends.
Preferred Qualifications
- Experience with a professional or competitive motorsports team.
- Knowledge of expense reporting systems and budget tracking.
Core Competencies
- Adaptability and sound judgment
- Problem-solving and critical thinking
- Planning and prioritization
- Team-oriented approach
- Reliability, professionalism, discretion, and follow-through
Work Environment
This is an office-based role in a high-energy motorsports environment and may require lifting and carrying materials weighing up to 20 pounds.