Executive Assist-Ex

4 weeks ago

Louisville, United States Churchill Downs Inc. Full time

* General Administrative Support Responsibilities:
* Provide administrative assistance to the Executive Vice President and General Counsel, Senior Vice President of Government Relations, Senior Vice President of Corporate Development, and other VPs as needed.
* Calendar management including scheduling and coordinating meetings, appointments, and events (including ordering, picking up lunches and setting up meeting space).
* Manage office supplies, handle incoming phone calls, inquiries and correspondence in a professional manner.
* Manage travel arrangements, including booking flights and accommodations and transportation in collaboration with the aviation department.
* Process Government Relations contracts, vendor invoices, purchase requisitions, expense reports, check requests, etc.
* Draft and edit emails, memos, reports, and other documents. Organize and maintain electronic and physical files, ensuring easy accessibility.
* Work closely with all departments to facilitate cross-functional collaboration. Coordinate with teams on various initiatives. Maintain an elevated level of confidentiality in handling sensitive information.
* Manage significant administrative projects as assigned by the SVP of Government Relations or VP of Executive Administration.
* Strong understanding of legal terminology, procedures, and documentation. Proven experience as an Administrative Assistant, Executive Assistant, or similar role.
* Function as a back-up to other members on the administrative team and receptionist.
* All other tasks as assigned.

Experience:

* Minimum of 3-5 years related experience and/or training; or equivalent combination of education and experience.
* Effective communication, written skills, and interpersonal skills (required to establish and maintain inter-departmental relationships).
* Must be able to interact and communicate with individuals at all levels of the organization.
* Must be proficient use of MS Word, Excel, MS PowerPoint and Outlook. Other Microsoft product experience a plus.
* Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
* Must have high-level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy.
* Must be professional in demeanor and attire.
* Planning/Organizing - individual prioritizes and plans.

Education:

* High School Diploma required. College Degree Preferred.
* Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
* Ability to write routine reports and correspondence. Ability to speak effectively before groups of employees.
* Advanced proficiency in Microsoft Word, Excel, PowerPoint, Outlook and database applications.

Physical Demands and Working Conditions:

* Is subject to frequent interruptions and priority changes.
* Extended periods of time in seated/standing positions.
* Lifting (up to 20 pounds), bending, stooping
* Overtime and weekend work may be required.
* Strong written and verbal communication skills
* Ability to work in environment with deadlines, time requirement conflicts and management pressures.

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