Administrative Assistant - Events & Hospitality

Circuit of The Americas (COTA) is a 365-entertainment destination for world-class events located in Austin, TX. The sports and entertainment portfolio at COTA is unmatched in the country with Formula 1 US Grand Prix, NASCAR and MotoGP attracting global fans during championship races on the famed Circuit and Live Nation producing over 30 headline concerts every year at the Germania Insurance Amphitheater.

The Events & Hospitality Assistant should be comfortable ensuring necessary items are accessible and possess strong organizational and communication skills in order to keep track of multiple projects at once. Other responsibilities include expense overview, administrative assistance to teams and direct management, and purchase order requests.

• Order and maintain office supplies
• General office duties as assigned
• Department credit card reconciliation
• Expense management tracking and reporting
• Prepare communications, such as memos, emails, invoices, reports and other correspondence
• Events & Hospitality Liaison with Accounting and Legal Department (PRFs, Budgeting, Smartsheets, New Vendor/Contractor Paperwork)
• Write and edit documents from letters to reports and instructional documents
• Hiring, training, daily supervision
• Provide information and direction to vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work
• Answer phones and greet visitors
• Site Visit alerts for Events & Hospitality
• Create and maintain filing systems, both electronic and physical
• Actively support an environment of teamwork, cooperation, performance excellence, and personal success.
• Management of Events & Hospitality department intern program
• Schedule appointments and maintain calendars
• Management of incoming items for events
• Assist Sr. Manager, Hospitality with COTA Cares initiatives
• Manage accounts in our booking system
• Note: event hours can be inconsistent during peak event season and a flexible schedule is a must.
• Handle booking/coordination of Internal Meetings and Client Meetings

Knowledge, Skills, And Abilities

• Decision-making: make independent decisions daily, addressing the best way to handle specific tasks.
• Organizational skills: Organization and prioritization are the core elements of the Administrative Assistant's responsibilities. You must know how to keep yourself and others organized and how to determine which tasks are the most important in a given list.
• Communications and collaboration: must collaborate with other administrators, management and clients on a regular basis.
• Ability to adapt to changing work priorities and with constant interruptions
• Flexibility is required to work with others in a variety of circumstances
• Ability to meet deadlines and schedules
• Proficient in Photoshop is a plus
• Writing: Spelling, punctuation, sentence structure and writing are essential. You must be proficient in a variety of styles, from creative to professional to technical to education and more.

Work Environment Office/ Event Operations

This position breakdown will be a variety of office work and event operations. Office work entails computer usage, interdepartmental meetings and communications via email, phone, and in person, and sorting and filing paperwork. Events may occur outdoors with movement between temporary structures, buildings, and different terrains.

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.
• The noise level in the work environment can range from moderate to loud.
• Able to be outside for prolonged periods during events.
• Ability to perform physical tasks, such as but not limited to, lifting approx. 25 lbs.
• Periods of standing, moving through an event space, and traveling throughout the entire venue with bending, lifting, scooping, and carrying miscellaneous equipment.

Equal Employment Opportunity

COTA strongly supports equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by state or federal law.