Administrative Coordinator

Position Summary

The Administrative Coordinator ensures smooth administrative operations and provides high-level, day-to-day office support, including serving as a backup to the Executive Assistant to the CEO as needed.

The ideal candidate thrives in a fast‑paced motorsports environment, is reliable, detail‑driven, adaptable, and capable of multi-tasking while adhering to tight timelines and evolving schedules. As a key point of contact for fans, customers, guests, and other visitors, this individual must consistently represent LEGACY MOTOR CLUB with professionalism, responsiveness, and a welcoming presence.

Key Responsibilities

Administrative & Operational Support

• Provide daily administrative support to the team and respond to routine office needs
• Maintain conference room calendars, resolve scheduling conflicts, and ensure meeting spaces are available and ready for use. Ensure rooms used for catered lunch are cleaned up after meeting concludes.
• Coordinate meetings from scheduling through execution, including room setup, materials, technology, and other logistical needs
• Arrange catered meals for meetings and organize business dinners, including reservations, attendee details, and related logistics
• Provide day-to-day backup support to the Executive Assistant to the CEO, including coordinating travel arrangements, itineraries, and schedule changes as needed
• Support the shop/competition apparel process and keep accurate records of inventory supply (aligning with DOA)
• Serve as a backup for team travel coordinator
• Greet and assist fans and guests as they enter the reception area
• Answer the main line calls, route calls to necessary employees and be able to respond to general questions with professionalism and accuracy.
• Manage merchandise sales (team store) working closely with the VP of Licensing
• Maintain the look and feel of the lobby, ensuring the area is clean and organized at all times
• Oversee office administration and anticipate day-to-day operational needs, including supply ordering, document management, process improvements, and other activities that keep the office running efficiently and professionally
• Support company events as requested by manager
• Ensure all breakrooms and kitchens are fully stocked, and maintained on a daily and weekly basis 
• Create efficiencies by using forms to request office supplies, apparel, etc.

Communication & Coordination

• Communicate timely information regarding scheduling, and logistical updates
• Ensure when office is closed there is adequate notice to vendors (i.e., FEDEX, UPS, visitors, etc.) via signs or notices.
• Support a positive team culture through professionalism and proactive service
• Positive engagement with all staff and visitors

Required Qualifications

• Bachelor’s degree in Business Administration, Sports Management, or a related field (or equivalent experience)
• 3-5 years of administrative, or operations experience (motorsports or sports environment preferred)
• Experience coordinating travel, managing calendars, scheduling meetings, and supporting senior-level administrative needs
• Experience coordinating catered meetings, business dinners, and related event logistics
• Demonstrated ability to manage complex schedules and logistics under tight deadlines
• Strong organizational and multitasking skills with high attention to detail
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Outlook, Word, Excel) and scheduling tools
• Ability to work long hours, including nights, weekends occasionally

Preferred Qualifications

• Prior experience with a professional or competitive motorsports team
• Knowledge of expense reporting systems and budget tracking

Core Competencies

• Adaptability in a high‑pressure environment
• Problem‑solving and critical thinking
• Strong planning and prioritization skills
• Team‑oriented mindset
• Reliability, professionalism, discretion, and consistent follow-through

Work Environment & Physical Demands

• High‑energy motorsports environment
• Office‑based work environment
• May require lifting and carrying materials up to 20 pounds

Equal Opportunity Statement

LEGACY MOTOR CLUB is an equal opportunity employer committed to creating an inclusive workplace. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.