Churchill Downs Incorporated
Executive Administrative Assistant for President and GM Job at Churchill Downs I
Churchill Downs Incorporated, Louisville, KY, United States
SPECIFIC DUTIES AND RESPONSIBILITIES
SUPERVISORY RESPONSIBILITIESThis role supervises the property's other administrative assistants as well as the Manager of Executive Administration.
EDUCATION, TRAINING, AND EXPERIENCE
Bachelor's degree (BA) or 3-5 years of equivalent work experience. Additional skills required include excellent written and verbal communication skills, organizational skills, attention to detail, and computer skills. Advanced proficiency of Microsoft Windows (Outlook, Word, Excel, PowerPoint, OneDrive, Teams), and the SAP Platform (Agiloft, Ariba and Concur) as well as Internet research tools, preferred. Knowledge of the racing industry a plus.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to ten pounds and occasionally lift and/or move up to twenty-five pounds. The noise level in this work environment is usually moderate.
- Serves as executive assistant to President and General Manager.
- Works collaboratively with and assists the VP of Executive Administration at our corporate office to facilitate Board meetings, events, Derby week needs and hospitality requests at Churchill Downs Racetrack.
- Coordinates and documents Derby Week activities including hospitality and catering arrangements, invitations (including but not limited to the Winner's Party and President's Reception), trophy agenda, room schedules and requesting and fulfillment of credential requests.
- Assist with special projects such as annual race dates and sports book applications and Horsemen's kits.
- Organizes departmental presentations, hospitality, meetings, and other events.
- Supervises the operation of the Directors Room during the race meet including staffing and scheduling.
- Coordinates travel for President and General Manager and other staff members as needed.
- Prepares expense reports, contracts, and requisitions through SAP platform in a timely manner and within the guidelines of Concur; Agiloft and Ariba.
- Assists Purchasing Manager with requisitioning supplies, printing, maintenance, and other services.
- Assists with the coordination of departmental budgets, including planning, financial projections, reports, and invoice and reimbursement request processing.
- Writes, edits, and proofreads internal and external departmental documents, including selected documents for other Company departments,' and tracking/summary documents.
- Resolves or refers various day-to-day administrative problems, needs, and inquiries.
- Assists in project planning and in the development and execution of departmental goals and objectives.
- Other duties as assigned.
SUPERVISORY RESPONSIBILITIESThis role supervises the property's other administrative assistants as well as the Manager of Executive Administration.
EDUCATION, TRAINING, AND EXPERIENCE
Bachelor's degree (BA) or 3-5 years of equivalent work experience. Additional skills required include excellent written and verbal communication skills, organizational skills, attention to detail, and computer skills. Advanced proficiency of Microsoft Windows (Outlook, Word, Excel, PowerPoint, OneDrive, Teams), and the SAP Platform (Agiloft, Ariba and Concur) as well as Internet research tools, preferred. Knowledge of the racing industry a plus.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to ten pounds and occasionally lift and/or move up to twenty-five pounds. The noise level in this work environment is usually moderate.