Executive Assistant

Position:

Executive Assistant and Front Office Coordinator Location:

Indianapolis, IN Department:

Race Operations Reports to: Team Principal Purpose of the

Role:

This role provides high‑level administrative support to executive leaders within Andretti Global, with a primary focus on race operations. The position also serves as the front‑office presence for the organization and carries out essential front‑desk security responsibilities. The role requires professionalism, discretion, strong organizational skills, and the ability to manage multiple priorities in a fast‑paced environment.

Role Dimensions:

You'll be based at our HQ in Indianapolis, Indiana. You'll be reporting into the Team Principal but need to build strong relationships with leaders across the wider organization.

Principal Accountabilities:

Executive Support Coordinate executive calendars, meetings, and related materials. Assist leaders with scheduling, logistics, operational coordination, and document preparation. Support purchase order processing and expense reporting, especially for race team operations. Manage confidential information with discretion and sound judgment. Coordinate travel arrangements (excluding standard race team travel) and handle miscellaneous executive administrative tasks. Front Office Responsibilities Serve as the primary point of contact at the front desk, greeting and directing visitors, vendors, and partners. Manage incoming calls and general inquiries. Maintain a professional, clean, neat, organized, and welcoming front‑office environment. Oversee visitor sign‑in procedures and badge distribution. Administrative & Operational Support Manage incoming and outgoing mail, packages, and deliveries in coordination with the shipping and receiving department. Maintain office supply inventory and coordinate ordering for office staff. Support onboarding activities, including badge setup, workspace coordination, and initial orientation tasks. Assist with internal meetings, events, and operational activities. Support in the coordination of employee events, such as weekly catered lunches including vendor communication, setup, and cleanup. Security Duties Monitor and control access to the facility, ensuring all visitors follow established security protocols. Issue visitor badges and maintain accurate visitor logs. Assist in monitoring of security cameras and report any suspicious activity or concerns. Enforce company policies related to building access and safety. Coordinate with internal teams and leadership on security‑related matters as needed. Core Competencies Professional Poise Navigates seamlessly between executive‑level interactions and the fast‑paced, hands‑on atmosphere of race operations. Maintains a polished, composed presence while remaining approachable and effective with all levels of staff. Strong Ownership and Reliability Demonstrates consistent follow‑through, dependable front‑desk coverage, and a steady work rhythm without needing close oversight. Stays engaged in responsibilities and maintains focus throughout the day. Discretion and Sound Judgment Handles sensitive information with care, makes thoughtful decisions in real time, and represents leadership and the organization with maturity. Understands what information is appropriate to share. Organizational Agility Manages shifting priorities, multiple requests, and time‑sensitive tasks with calm efficiency. Keeps schedules, workflows, and environments orderly and well‑maintained. Clear, Confident Communication Communicates with clarity and professionalism, adjusting tone and style to suit executives, partners, vendors, and operations staff. Builds rapport while maintaining appropriate boundaries. Situational Awareness and Front‑Office Stewardship Maintains a welcoming, secure, and orderly front‑office environment. Stays attentive to visitor activity, facility flow, and operational needs. Initiative and Problem‑Solving Anticipates needs, identifies gaps, and resolves issues proactively. Looks for ways to support leaders and improve day‑to‑day operations without prompting.

Knowledge, Skills, and Experience:

Experience supporting executives or senior leadership in an administrative capacity , with strong command of scheduling, documentation, coordination, and day‑to‑day operational organization . Strong communication and interpersonal skills, with the ability to adapt tone and approach to executives, partners, vendors, and race operations staff. High level of reliability, focus, and self‑direction, with the ability to stay engaged in responsibilities and maintain consistent front‑desk coverage. Proficiency in Microsoft Office applications and confidence managing administrative systems, processes, and workflows. Ability to multitask, prioritize, and remain composed in a fast‑moving environment with shifting demands. Strong attention to detail, organizational discipline, and problem‑solving abilities. Comfort working in a role that blends executive support with front‑office responsibilities and operational coordination Andretti Global is an Equal Opportunity Employer