Executive Assistant

We are looking for a highly capable Executive Assistant to provide high-level administrative and operational support to senior executives.
We are supporting the launch of a new F1-style thoroughbred racing league where celebrity- and brand-owned teams will compete head-to-head in a season-long competition spanning multiple iconic tracks across the U.S. This is a high-trust role supporting senior leadership, with responsibilities expected to include calendar and travel management, coordination with internal and external stakeholders, meeting preparation and follow-up, research, communications, and broader executive support in a fast-paced, high-profile environment.
This is not a traditional admin role focused primarily on ad hoc tasks. We are looking for professionals who are comfortable working directly with executives, managing competing priorities, anticipating needs, protecting confidential information, and taking ownership of tasks and processes from start to finish.
The ideal candidate is proactive, highly organized, resourceful, and capable of working with minimal supervision. You should be someone who can identify what needs to be done, determine the best way to accomplish it, and follow through without needing constant direction.
Estimated Salary: The compensation range for this position is currently being finalized. As part of the application process, please your expected salary based on your experience and qualifications. Your expectations will be considered as part of the overall compensation discussion, along with the scope and requirements of the role.
KEY RESPONSIBILITIES
Executive Support
- Provide day-to-day administrative and operational support to senior executives.
- Manage complex calendars, schedules, appointments, and competing priorities.
- Coordinate meetings, calls, and virtual appointments across multiple time zones, including Zoom meetings.
- Help executives start each day organized and prepared by reviewing the calendar, highlighting key meetings, and proactively flagging new people, companies, or priorities that may require additional preparation.
- Conduct advance research on new contacts, companies, meeting participants, and relevant preferences or background information to help executives prepare effectively.
- Prepare meeting agendas, briefing materials, presentations, and other executive documents.
- Assist with PowerPoint presentation cleanup, formatting, and basic editing.
- Take meeting notes, track action items, and follow up to ensure commitments are completed.
- Manage executive correspondence, communications, and follow-ups through email, iMessage, and other communication channels as needed.
- Help executives stay organized, prepared, and focused on high-priority activities.

Proactive Administrative & Operational Support
- Anticipate executives' needs and proactively address issues before they become problems.
- Own administrative processes and projects from initiation through completion.
- Research information, gather options, make recommendations, and present findings clearly.
- Conduct basic company and background research to support meetings, decision-making, and executive preparation.
- Coordinate with internal teams, clients, vendors, and external stakeholders.
- Follow up on outstanding tasks and ensure deadlines are met.
- Develop and maintain systems, trackers, SOPs, and organizational processes that improve efficiency.
- Identify opportunities to streamline repetitive administrative tasks and improve workflows.
- Exercise sound judgment when determining what requires immediate attention, what can wait, and when an executive needs to be contacted or reminded—particularly when the executive is unavailable.
- Take ownership of resolving routine issues independently and escalate matters appropriately when executive input is genuinely required.

Travel & Logistics
- Coordinate domestic and international travel arrangements, including flights, accommodations, transportat