Executive Assistant-Ex

JOB SUMMARY

This position provides administrative and secretarial support for the President of Louisiana Operations, Compliance Officer, Sr. Director OTB Operations, and Sr. Director of Racing. In addition to typing, filing and scheduling, performs duties such as coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Schedule and organize complex activities, including meetings, travel arrangements, conferences, and department events/promotions for members of the Compliance Department/Executive Office.
• Perform administrative tasks using Microsoft Office and other applicable software programs.
• Establish and maintain, an update filing systems for the Compliance Department/ Executive Office.
• Organize, prioritize, and manage large volumes of information, correspondence and telephone calls.
• Draft correspondence and respond to inquiries via phone or email; take meeting notes when required.
• Answer phones for the Compliance Department and Executive Office, fielding routine/non-routine inquiries and directing messages appropriately.
• Act as a liaison between departments and with outside agencies; handle confidential/sensitive information with discretion.
• Serve as project manager for special assignments to General Manager and Regulatory Compliance Officer, including planning, coordinating presentations, disseminating information.
• Manage reporting systems to verify/monitor the timely submission of taxes, licenses, permits, insurance documentation, CTR reports, and accounting reports.
• Prepare/ submit routine compliance and Off-Track Betting (OTB) reports to state & local government agencies.
• Work in partnership with the Regulatory Compliance Officer and regulatory/governmental agencies.
• Coordinate delivery/pick-up, and preparation of operating licensing applications.
• Other duties as assigned.

REQUIRED SKILLS AND ABILITIES

Must be 21 years or older. Must be able to obtain a Louisiana Gaming License and Louisiana State Racing License.

EDUCATION AND EXPERIENCE

High school diploma or Bachelor’s degree. Three years of administrative experience. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Ability to read, analyze and interpret common documentation. Ability to respond to common inquiries or complaints from team members, regulatory agencies or members of the staff. Ability to write and present information to management in a reasonable manner. Ability to perform normal mathematical computations in regards to the implementation of current duties. Spanish speaking a plus. Ability to define problems collects data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of instructions and deal with several variables.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work involves lifting, walking, talking, hearing, bending, stooping, and climbing. Must be able to lift and carry up to 50 pounds. Equipment used regularly includes computer, telephone and copier. Office/Casino environment; Subject to outdoor temperature; Exposed to smoke, bright lights and noise at times. The work environment consists of very non-demanding surroundings with a low noise level. Will occasionally work in extreme heat or cold conditions.