SUMMARY:
To provide a full range of administrative and secretarial support to the Director, F1 Sporting and F1 Sporting team and assist in managing day to day activities. Coordinate between all other departments within the organization keeping the F1 Sporting team informed accordingly
ESSENTIAL FUNCTIONS:
- Handle requests and enquiries and provide a full range of administrative support
- Prepare regular departmental reports and conduct data analysis if needed
- Answer and monitor phone calls and handle internal and external enquiries and requests in a timely and professional manner
- Work with the Sporting team to support in arranging meetings and preparing minutes of the meetings as required
- Oversee office maintenance and manage department’s supplies, office stationery and other office items
- Take care of the F1 Sporting department accreditation for all relevant areas
- Take care of the F1 Sporting department vehicle accreditation for all relevant areas
- Ensure incoming and outgoing documents are logged, recorded and filed appropriately
- Monitor and ensure shared folders are kept up to date and organized
- Manage and maintain the departmental filing system and maintain hard and soft copies of all official documentation in a proper manner
- The administration of purchase request system, maintaining accurate records of all purchase requests raised by F1 Sporting staff members
- Supporting the creation of departmental policies and procedures documents
- Maintaining of records of F1 Sporting team contact details / leave registers
- Co-ordination of internal and external meetings / interviews / visits
- General office duties
- Monitors department spend and ensures compliance with annual budget
- Prepare all documents for events such time tables, Minute x Minute in conjunction with the Circuit manager
- To prepare weekly schedules, timesheets, invoices and contracts for outsourced staff, marshals and officials
- Liaise with managers and directors for approval signatures on documents and invoice
- Prepare accurately, and distribute on time the weekly F1 Sporting report
- To advise and assist F1 Sporting staff of SFM company policies and procedures
- To obtain all documentation required to hold any racing meeting such as permits, official’s licence and manage recruiting process
- To liaise with competitors, motorsport clubs, series and event organizers
- To assist with time and attendance, vacation, lieu and overtime tracking
- Perform any additional tasks required by Management in relation to the job
ESSENTIAL KNOWLEDGE REQUIREMENTS:
- Excellent spoken and written English essential, Spanish would be an advantage
- A minimum of 3 to 5 years in a similar role
- Formula 1 experience preferred
- Understanding of Motorsport essential
- Knowledge of the FIA and FOM preferred
- Excellent computer literacy. Word, Excel, PowerPoint, Primavera
- Willingness to learn
- Attention to detail
- Ability to plan work and meet deadlines
- Ability to manage pressure and conflicting demands and prioritize tasks and workload
- Discretion and respect for confidentiality
- Being part of a team
STANDARDS:
- Ensure that standards and confidentiality required by Law and by Management are maintained at all times
- Time and attendance
- Valid driving license
- Willingness to learn and constantly improve
- Timely response to all requests
- Understanding of the Motorsport environment
- Being part of a team and understanding teamwork
- Reliability and honesty
The Miami Dolphins, South Florida Motorsports, & Hard Rock Stadium are proud to be Drug-Free Workplaces. Offers maybe contingent on successful completion of drug and background screening.
It is the policy of the Company to provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, marital status, military status, genetic information, sexual orientation, gender identity or expression, or other status protected by applicable federal, state, or local law.