Administrative Assistant

Job description

Arrow McLaren is the McLaren Racing IndyCar team located on the West side of Indianapolis. By joining our team, you’ll be part of an exhilarating racing program that aims to set the standard for high performance in sport.

Our values define what matters most to us :

Innovative Respectful Inclusive Energetic Brave

Every day, we want members of this team to come to work with a simple goal in mind : Build better race cars and develop better ways to go racing.

Focus on the process, enjoy the process of continual improvement and the results will take care of themselves.

Purpose of the Role : The role of the Administrative Assistant, reporting to the Chief of Staff, is to maximize the operational efficiency of the Arrow McLaren team.

Reporting to the Chief of Staff, this position will work closely with administration functions and stakeholders across the organization to ensure smooth communication, organization, and execution of tasks.

Key responsibilities include managing travel logistics, coordinating meetings, maintaining office operations, and serving as the point of contact for both internal and external stakeholders.

Organizational Structure :

Reports to Chief of Staff

High-level Summary :

• Front desk / visitor management
• Shared Inbox management
• Manage travel logistics
• Documentation creation and management
• Senior Leadership meeting / calendar management
• Travel support
• PTO cover for other admin functions
• Ad hoc administrative tasks

Principal Accountabilities :

• Follow-up with, transfer, and answer calls to Company’s main phoneline
• Sort and distribute incoming mail and arrange shipping, maintains office supplies and regularly maintains filing / print room
• Assisting with the set-up of office Managers meetings, including booking meeting rooms, catering, AV and confirming details with attendees in a timely manner
• Creating and managing documentation, reports, uploading them onto company systems, printing, and distribution
• Support travel logistics, including car rentals, air travel, and hotels, working closely with the operations team
• Opening, acknowledging and co-ordinating responses to e-mail inquiries to shared Company inbox, and Senior Leadership as requested
• Provide back-up support and PTO cover for other admins
• Working as part of a team to assist in events including preparation of invites and information documentation, managing attendees, distributing tickets, and assisting in duties at the event
• Maintain confidentiality of the business operations, to include visitors, and other proprietary information
• Proactively engaging or owning / writing standard operational protocols, guidelines and procedures
• Responsible for setting the security system and opening / closing front office
• Oversee merchandise sales and maintain retail / lobby stock.
• Maintain the presentation and cleanliness of the front office.
• Ensure coffee / tea supplies and supply rooms are fully stocked and cleaned regularly.

Job requirements

Knowledge, Skills, and Experience :

• Strong interpersonal skills
• Excellent attention to detail
• Effective communication, both written and verbal
• Able to manage multiple tasks concurrently and prioritize easily
• High School Diploma, Bachelor’s Degree ideal but not required
• Proactive approach to situations and uses initiative to resolve issues or improve processes
• Can be flexible to provide support at often unsociable hours, including evenings and weekends
• Able to use MS Office; Outlook, Word, Excel, PowerPoint

Total Rewards :

• Comprehensive Medical, Dental, & Vision benefits
• 401(k) Retirement match
• Voluntary life, short-term and long-term disability benefits
• Annual bonus plan
• Competitive time off plan
• Company discounts, including kit apparel

Arrow McLaren makes equal employment opportunities available to all without regard to race, color, sex (including sexual orientation and gender identity), age, religion, national origin, disability, citizenship status, military status, genetic information, or any other legally-protected category.