Administrative Assistant

Summary

The Administrative Assistant supports the Business Administration Manager and broader management team in daily administrative, financial, and operational tasks at Firebird Motorsports Park and Rawhide Western Town. This role is responsible for maintaining organized records, processing routine financial transactions, coordinating communications, supporting event logistics, and ensuring smooth front-office operations.

• Provide day-to-day administrative assistance to the Business Administration Manager and departmental leadership.
• Maintain organized files, records, and reports in accordance with established procedures.
• Prepare correspondence, memos, and meeting materials; take minutes and track follow-up actions.
• Coordinate office supply inventory and order materials as needed.
• Support staff scheduling, timekeeping submissions, and other personnel-related documentation.

• Track and maintain budgets related to office supplies, meal orders, and other administrative expenses.

• Assist with processing purchase orders, invoices, and reimbursement requests for Rawhide and Firebird.
• Track and record expenses, ensuring accurate documentation for Finance.
• Support data entry for accounts payable, accounts receivable, and other financial records.
• Help monitor budget expenditures and prepare basic reports or reconciliations as requested.
• Assist in budget reconciliation by maintaining records of expenses and receipts.

• Provide coverage for the front desk and phone lines as needed; greet visitors, clients, and vendors with professionalism.
• Direct inquiries and communications to the appropriate departments in a timely manner.
• Maintain a clean, organized, and welcoming reception area.

• Provide administrative and logistical support during motorsports and entertainment events.
• Coordinate with vendors, promoters, and staff to ensure event documentation and communication are complete.
• Assist with ticketing or credential processing and maintain event-related files and records.

• Serve as a point of contact for staff and external partners on administrative matters.
• Assist with internal communications and ensure information is distributed to relevant departments.
• Maintain confidentiality of sensitive documents and personnel information.

• Support the preparation of reports, logs, and documentation required for audits or compliance reviews.
• Assist with maintaining up-to-date permits, licenses, and vendor records.
• Help implement and track adherence to organizational policies and procedures.

• Assist with recruitment and hiring processes, including posting job openings, coordinating applicant screenings, and scheduling interviews.
• Communicate with applicants regarding application status, interview scheduling, and follow-up.
• Support onboarding activities by preparing new hire materials and assisting with orientation scheduling and office tours.
• Maintain and update employee files, records, and certifications to ensure compliance in the company HRIS.
• Assist with I-9 completion, pre-employment requirements, and background check coordination.
• Provide clerical support to Human Resources, including filing, data entry, and correspondence.
• Always maintain confidentiality of sensitive employee information.

Please note this job description is not designed to cover or contain an entire list of activities, duties or responsibilities that are typically requested of the applicant. Duties, responsibilities, and activities may change at any time with or without notice.