Description
Administrative Assistant, Operations(Full-Time)
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. Opening in 2026, COTA’s amusement park is a 20-acre theme park featuring two first of their kind Roller Coasters and over three dozen rides.
Job Description:
The Operations Department 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.
Requirements
Requirements & Essential Functions:
- Schedule Operations department meetings and maintain various calendars
- Operations Liaison with Accounting and Legal Department (Netsuites, Budgeting, Smartsheets, New Vendor/Contractor Paperwork, COI's)
- Management of Operations department intern program including hiring, training and daily supervision
- Assist with onboarding new Operations team members by sending welcome letters, executing orientation and assisting with HR processing
- Manage Operations event inventory by ordering, tracking and distributing event supplies for major races and day-to-day events
- Support event setup and execution by assisting various sub-departments with operational tasks and managing incoming radio and phone communications from the event command center.
- Prepare communications for Operations team, such as meeting notes, emails, reports, calendar updates and other correspondence
- Write and edit documents from letters to reports and instructional documents
- Create and maintain filing systems, both electronic and physical
- Expense management and budget tracking for Operations department
- Handle booking/coordination of internal meetings requests and partner / vendor visits
- Provide information and direction to vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work
- General office duties as assigned
- Department credit card reconciliation
- Actively support an environment of teamwork, cooperation, performance excellence, and personal success
- Note: event hours can be inconsistent during peak event season and a flexible schedule is a must
Knowledge, Skills, and Abilities:
- Flexibility is required to work with others in a variety of circumstances
- Ability to adapt to changing work priorities and with constant interruptions
- Ability to meet deadlines and schedules
- Proficient in Photoshop is a plus
- Decision-making: make independent decisions daily, addressing the best way to handle specific tasks.
- Communications and collaboration: must collaborate with other administrators, management and clients on a regular basis.
- 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.
- 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.
Physical Demand & Work Environments:
- Ability to stand, sit, use of hands to handle, or feel, reach with hands and arms.
- Ability to lift and/ or move up to 20 pounds.
- Ability to squat, bend, reach, twist, push/pull.
- Ability to stand/walk for long periods.
- Specific vision abilities required by this job include close vision and distance vision.
- Work in extreme environments outdoors throughout the year.
- The noise level in the work environment is usually moderate but can be loud during events.
- Regularly exposed to dust, odors, oil, fumes, moisture, and noise
- Exposed to a combination of normal office type environments and event environments
- While performing the duties of this position, the employee is occasionally exposed to work near moving mechanical parts, wet or humid conditions, outdoor weather conditions, extreme cold, and extreme heat
Salary commensurate with experience.
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.
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.
