Title:  Administrative Assistant

JOB SUMMARY

The Administrative Assistant plays a key role in supporting the day-to-day operations of Ellis Park Racing & Gaming by providing administrative, reception, and operational support to the Senior Operations Director and property leadership team. This position serves as a central point of contact for visitors, vendors, and internal stakeholders while assisting with admissions coordination, event sales support, and leadership administrative needs. The Administrative Assistant helps ensure smooth operations, professional communication, and an exceptional guest and team member experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The work environment characteristics described here represent those a Team Member encounters while performing the essential functions of this job with or without reasonable accommodations.  This list of duties and responsibilities is not intended to be all-inclusive but a general illustration.  It may be expanded to include other duties and responsibilities deemed necessary.

• Serve as the primary point of contact for visitors, vendors, and guests, providing a professional and welcoming experience
• Answer and route incoming calls, emails, and inquiries appropriately
• Greet guests and partners and coordinate access as needed
• Assist with admissions coordination, ticketing support, and guest flow during live racing, gaming, and special events
• Support event sales efforts by assisting with inquiries, scheduling site tours, preparing materials, and coordinating logistics
• Provide administrative support before, during, and after events to ensure seamless execution
• Provide direct administrative support to the property leadership, including calendar coordination, meeting logistics, and correspondence
• Prepare reports, presentations, agendas, and other business documents as needed
• Maintain organized filing systems (electronic and physical) and ensure accuracy of records
• Coordinate purchase requests, invoices, and basic expense tracking in accordance with company procedures
• Support communication and coordination across departments, including Operations, Marketing, Security, Food & Beverage, and HR
• Assist leadership with special projects, operational initiatives, and follow-up actions
• Help ensure leadership priorities are executed accurately and on time
• Perform other duties as assigned

REQUIRED SKILLS AND ABILITIES

• Ability to read, analyze, and interpret standard documentation.
• Interpret an extensive variety of instructions, troubleshooting when necessary.
• Maintaining a professional working relationship among all team members.
• Effective oral and written communication skills.
• Works well under pressure in a fast-paced environment.
• Able to obtain and maintain a valid Kentucky gaming/racing license

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required; associate degree or higher preferred
• Minimum of 2 years of administrative, office support, or hospitality experience
• Experience in gaming, entertainment, hospitality, or event-driven environments preferred
• Strong organizational skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Ability to maintain confidentiality and exercise discretion

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

The employee is regularly required to sit, speak, hear, use hands, and reach with hands and arms. The employee may frequently be required to stand and walk. Specific vision abilities include close and distance vision, color and depth perception, and peripheral vision. The employee must occasionally lift and/or move up to twenty (20) pounds. The work environment characteristics described here are representative of those encountered by an associate while performing the essential functions of this job. When working in the office, the noise level is moderately quiet.  When on the gaming floor, the noise level may be loud, and the employee will possibly be exposed to cigarette smoke on the gaming floor. The physical demands described here are representative of those that must be met by an associate to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.