Executive Administrative Assistant

Indianapolis Motor Speedway

Provides administrative and clerical assistance to all members of the Legal Department (includes General Counsel, Chief Diversity Officer and Senior Corporate Counsel, Corporate Counsel, and Paralegal) and to the Chief Talent Officer

SPECIFIC DUTIES:

Legal/Diversity/HR

• Coordinates schedules and makes appointments, coordinates and arranges meetings and calls, prepares agendas, reserves and prepares facilities
• Greets visitors and conducts to appropriate area or person
• Answers and screens calls
• Reads and routes incoming mail
• Prepares expense reports
• Arranges and coordinates travel schedules
• Composes and sends correspondence
• Runs necessary errands
• Arranges and coordinates lunches
• Maintains supplies for the suite
• Other tasks as requested

Legal

• Serves as legal department administrator, including as listed below and as requested.
• Assists with preparation of presentations and reports
• Assists with preparation and editing of contracts and other legal documents
• Organizes and maintains file system, files correspondence and other records
• Organizes and attends weekly meetings with legal staff
• Assists General Counsel with preparation and management of legal department financial planning
• Receives and prepares outside counsel invoices for review by General Counsel, applies appropriate financial codes to invoices, tracks department expenses and prepares reports for General Counsel
• Coordinates department event logistics, including golf carts, staff and guest credentials, and hospitality arrangements

• Three or more years of office administration and clerical experience; experience as a legal assistant in general corporate department of a law firm and/or corporation preferred
• Strong word processing and data management skills including ability to create agreements, reports, presentations and spreadsheets in Word, PowerPoint, SharePoint and Excel
• Ability to learn new skills (e.g., accounting department software)
• High integrity and confidentiality
• Ability to organize, prioritize and manage deadlines in a fast-paced and demanding work environment
• Excellent communication and relationship-building skills
• Attention to detail and strong organization skills
• Innovative thinker and self-starter
• Flexibility and adaptability to a considerable variety of work often under time constraints