Administrative Assistant

Horseracing Integrity & Welfare Unit (HIWU)

Position FocusAs the Administrative Assistant for Drug Free Sport International/International Doping Tests & Management (DFSI-IDTM) and the Horseracing Integrity and Welfare Unit (HIWU) division, this individual will play an essential role in contributing to business operations. Working directly with the HIWU Executive Director and Human Resources, the Administrative Assistant will manage daily office activities.  The ideal candidate is positive, a self-starter who has strong attention to detail, keen on multitasking, and has exceptional organizational skills.  Normal working hours are from 8:30 am to 5:00 pm, but flexibility is needed for occasional events.  This is a full-time role in the Kansas City office five days a week, with a minimum of 37.5 hours per week.

Summary of QualificationsTo successfully perform this role, the individual must meet the following:

  • 3+ years of administrative, facilities or office experience
  • High school graduate or equivalent
  • Ability to work independently
  • Highly credible, ethical, and persuasive interpersonal skills
  • Aptitude in resolving issues and conflicts
  • Proficiency in Microsoft Office and computer systems
  • Outstanding and effective written and verbal communication skills
  • Excellent customer service and positive attitude
  • Proven ability to juggle multiple tasks and responsibilities while taking full ownership of work
  • Willingness to travel occasionally for on-site meeting support including minutes and logistics
  • Demonstrated success in maintaining composure and effectiveness in the face of competing and complex demands
  • Pass a pre-employment screening including drug test, background check, confidentiality agreement, degree(s) verification, and professional reference checks.

Essential Duties and Responsibilities:

  • Provide administrative assistance to the HIWU Executive Director and other executive staff including but not limited to:
    – Draft letters , memos, invoices, reports and other documents
    – Arrange travel and accommodations arrangements including HIWU Advisory Council support
    – Prepare agendas and schedules for meetings
    – Schedule and attend meetings as needed in conjunction with or on behalf of executives including note taking and recording minutes
    – Manage internal and external meetings, conferences, events, and trainings including venue selection, contracts, food and beverage, audio/visual, on-site management as applicable, and invoice reconciliation in accordance with purchasing policies and budgetary restrictions
    – Reconcile expense reports
  • Team with Human Resources by aiding with:
    – New hires office setup including arrangement of seating space and outfit in applicable gear
    – Maintain and update employee phone directory and other assigned documents
    – Intranet updates
    – Manage acknowledgement gifts of staff life moments
  • Greet all guests and notify appropriate colleagues of their arrival
  • Answer, filter and route phone calls including relaying messages
  • Work with building management to maintain employee access, enforce building safety regulations
  • Distribute all incoming mail and shipments
  • Manage conference room schedules and troubleshoot scheduling conflicts
  • Maintain office supplies and coordinate maintenance of office equipment
  • Coordinate food orders and provide set up for in-office occasions including but not limited to breakfasts, lunches, and 4:01s
  • Perform other related duties as assigned

Competencies:

DescriptionCritical Success Factors
Planning and Organizational Development Ability to efficiently organize and prioritize multiple tasks. Effective at planning ahead yet flexible with unexpected changes. Listens well and orientates quickly.Self-confident and self-starting; focused, resourceful, and adaptable; makes timely decisions; at ease working with deadlines; delivers the objective.
Effective Communication Proficient in all forms of communication. Ability to connect with colleagues from every level of the organization, contracted collectors, clients, consultants, project teams and vendors. Create positive relationships at the organizational, contractor and vendor levels.Listens well, interprets accurately, and responds appropriately; chooses the right way to say the right things.
Customer Service OrientationHas a propensity for serving the needs of customers internally and externally.Attentive and decisive; selfless; follows up and follows through; customer first focus; maintains positive attitude under pressure.
Integrity and Reliability Takes personal responsibility for job performance, strict adherence to company and client policies and procedures. Maintains high level of professionalism and confidentiality.Positively responds to direction and constructive feedback; exhibits integrity and trustworthiness; makes informed decisions based on what is best for the company; punctuality at performing assigned duties; and holds themselves accountable for overall support experience.
Motivation for AchievementStrong initiative; displays energy and enthusiasm in approaching the job. Generates ideas for improvement; initiates opportunities and recommends innovations. Goes above requirements; continually working toward exceeding expectations.Stays on target of daily, 90-day and annual goals, with motivation to exceed all objectives. Contributes to company success through continuous improvement.  Seeks additional responsibilities and grows within the position.

 

All external applicants must submit a cover letter, resume, and names of three professional references to Andrayana Estes, Director of Human Resources. All requested materials must be submitted for consideration. This position is desired to be filled as soon as possible and application materials will be reviewed on an on-going basis until filled.

 Drug Free Sport, LLC does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, gender, sexual orientation, gender identity, national origin, age, military status, or any other characteristic protected by applicable federal, state, or local law.