Administrative Assistant & Office Manager (Temporary)

Churchill Downs Incorporated; Austin (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

Churchill Downs Incorporated is seeking a highly organized administrative support professional to assist the President and the executive leadership team at our Exacta Systems headquarters in Austin, TX. This temporary role runs through December 31, 2026 and requires independent work with confidentiality.

The position involves scheduling, travel coordination, preparing reports, and handling routine correspondence. Strong MS Office skills and professional presentation are essential.

Qualifications

• Bachelor’s degree preferred and 2–5 years related experience/training.
• Ability to work independently with discretion and confidentiality.
• Excellent written and verbal communication skills.

Responsibilities

• Provide executive administrative support to the President and the executive team.
• Coordinate meetings, agendas, and meeting rooms; arrange travel if needed.
• Manage calendars, conference calls, and business trips for senior staff.

Skills

Strong communication

MS Office proficiency

Calendar management

Independent worker

Team collaboration

Education

Bachelor's degree preferred

2-5 years experience

Tools

MS Office Suite

MS Outlook

Job description

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Requisition ID#: 5137

Location: Austin, TX, US, 78735

Pay Range:

At Exacta Systems, we’re not just shaping the future of gaming—we’re redefining it. As a leader in historical horse racing (HHR) technology, we create cutting-edge gaming solutions that power thrilling player experiences nationwide. Now part of the Churchill Downs family, we’re backed by a storied legacy of excellence in racing and gaming. This new chapter brings exciting opportunities for growth, stability, innovation, and impact. If you're looking for a career where technology meets tradition and where your ideas drive the future, let’s explore the possibilities together!

JOB SUMMARY

Exacta Systems is an industry leader providing robust innovative solutions to gaming entertainment. We are seeking a highly organized and energetic individual to be a part of our team through December 31, 2026.

This temporary role is responsible for providing administrative support services to the organization’s President and members of our executive leadership team. It requires the ability to work independently, exercising confidentiality, judgment, and initiative, in a variety of operational and administrative areas. This role will be in office at our Exacta Systems Headquarters in Austin, TX.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide administrative assistance to President and members of Executive Team as required or requested including typing correspondence, answering telephones, filing, preparing financial and other reports.
• Coordinate and arrange meetings, prepare agendas, reserve and prepare meeting room (including ordering and picking up lunch if necessary).
• Assist with travel requests, as directed. Arrange and coordinate travel schedules and reservations.
• Coordinate appointment calendars, conference calls, meetings and business trips for executive staff.
• Coordinate travel and meeting schedules for potential new hires.
• Work with legal and compliance team to process licensing applications for Exacta team members.
• Process contracts, vendor invoices, purchase requisitions, expense reports, and check requests.
• Responsible for operating and maintaining office equipment; arranging for repairs when necessary.
• Compose and type routine correspondence. Make copies of correspondence or other printed materials. Prepare outgoing mail and correspondence, including e-mail and faxes.
• Order and maintain office supplies for corporate office
• Coordinate and schedule December travel for Exacta team members into Austin for annual all-employee meeting.
• Manage administrative projects as assigned by President.
• Greet visitors and escort to appropriate area or person
• Manage/distribute outgoing/incoming mail, express envelopes and courier deliveries
• Management of Snacks & Drink sourcing; ensuring the break area is stocked appropriately and kept up in presentable standards
• Perform other related duties, as assigned.

REQUIRED SKILLS AND ABILITIES

• Strong communication, written skills, and interpersonal skills (required to establish and maintain inter‑departmental relationships).
• Comfortable with fast paced work environment.
• Ability to work independently and as part of a team.
• Professional appearance, positive demeanor, high focus of working ethically and with integrity.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence. Ability to speak effectively to employees and clients/customers.
• Advanced proficiency in MS Office Suite. Calendering & inbox management within MS Outlook is critical.
• Reliable attendance and dependability in meeting commitments and deadlines are essential functions of this position.

EDUCATION AND EXPERIENCE

• Bachelor’s Degree preferred.
• Minimum of 2‑5 years related experience and/or training; or equivalent combination of education and experience.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

The following physical and mental demands 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.

While performing the duties of this job, the employee is frequently required to sit, sometimes for prolonged periods while working at a desk, on the phone, and/or on the computer; type on a computer keyboard; use hands to finger, handle or feel; talk or hear; reach with hands or arms; walk or stand; and perform some repetitive motion activities.

Specific vision abilities required by this job include close vision, color vision, color differentiation, peripheral vision, depth perception, and ability to adjust focus.

This position requires the ability to work effectively as part of a team; and concentrate on a variety of details when faced with interruptions and changing work priorities.

The mental demands are representative of those that must be met by an employee to successfully perform the essential functions, as described above, including but not limited to: demonstrated ability to anticipate and solve practical problems or resolve issues; reason, calculate figures and amounts; collect, interpret, and/or analyze complex data and information, and draw valid conclusions; interpret procedures and policies; and meet schedules in a dynamic and sometimes demanding work environment.

The noise level in this work environment is usually moderate. The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job in a typical office environment.

The physical demands 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.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.

Work With Us

Churchill Downs Incorporated is an inclusive and fun place to work. We celebrate unique approaches and points of view. We believe diversity is a mindset that drives excellence. We’re always learning, evolving and growing. We innovate through mutual respect of ideas and collaboration. This allows us to build a common language that inspires our team members and propels us toward the achievement of our vision.