Travel Coordinator, Administrative Assistant

Job Summary: Are you ready to be part of a dynamic, passionate team in a rapidly growing company? We’re seeking a Travel Coordinator / Administrative Assistant to join our team and contribute to our success. Spire is a forward-thinking company experiencing rapid growth in motorsports. Our team is filled with passionate, dedicated individuals who are committed to excellence and innovation. The Travel Coordinator / Administrative Assistant plays a critical role in supporting Spire Motorsports’ executives and race operations through comprehensive travel coordination and high-level administrative support. For the initial phase of the role, this position will provide primary coverage for travel coordination during a leave of absence, managing complex and time-sensitive travel for executives, competition personnel, and race operations. As coverage transitions back, the role will evolve into a broader administrative and executive support position, while continuing to manage and support travel, aviation logistics, and executive needs on an ongoing basis. This role is ideal for someone who thrives in a fast-paced, rapid change, high-accountability environment, is highly detail-oriented, and is comfortable managing evolving priorities in motorsports operations. Supervisory Responsibilities: • No direct reports Key Responsibilities Travel Coordination • Coordinate all aspects of domestic and international travel for executives, competition personnel, and support staff. • Manage complex, multi-leg travel itineraries tied to race weekends, testing, sponsor events, and executive travel. • Coordinate logistics related to team-owned aircraft, including flight scheduling, passenger coordination, ground transportation, and schedule changes. • Serve as a central point of contact for last-minute travel changes, delays, and urgent adjustments. • Ensure travelers receive complete itineraries, confirmations, and relevant documentation. • Coordinate hotels, rental vehicles, and other ground logistics aligned with race schedules and executive needs. • Prepare and submit travel-related expense reports in accordance with company policies. • Maintain accuracy and compliance across all travel arrangements. Administrative & Executive Support • Provide high-level administrative support to members of the executive team. • Manage calendars, meetings, and scheduling across multiple time zones. • Coordinate internal and external meetings, including logistics, materials, and follow-ups. • Draft, edit, and manage professional correspondence, reports, and presentations. • Assist with document preparation, filing, and information management. • Act as a trusted liaison between executives, internal teams, vendors, and external partners. • Maintain confidentiality and discretion when handling sensitive information. Operations & Coordination Support • Support race operations and executive logistics related to travel, aviation, and scheduling. • Assist with planning and coordination for offsite meetings, sponsor events, and team functions. • Track and manage administrative deadlines and deliverables. • Proactively anticipate needs and resolve issues before they escalate. Required Skills/Abilities: • Exceptional organizational, and project management skills. • Strong communication and interpersonal abilities with experience leading diverse teams. • Ability to balance operational priorities across multiple industries and business lines. • Demonstrated experience coordinating complex domestic and international travel. • Strong organizational skills with the ability to manage multiple priorities simultaneously. • Exceptional attention to detail and follow-through. • Excellent written and verbal communication skills. • High level of professionalism and discretion. • Proficiency with Microsoft Office and standard administrative tools. • Ability to remain calm and effective in high-pressure, time-sensitive situations. Education and Experience: • Associates degree in Business Administration, or a related field required; Bachelor’s degree preferred. • 5+ years of experience in administrative support, executive assistance, or travel coordination. • Familiarity with motorsports operations, professional sports team management, or high-performance technical environments is highly desirable. • Experience supporting senior executives in a fast-paced or operational environment. • Experience in motorsports, professional sports, aviation, or similar logistics-heavy industries. • Familiarity with private or charter aviation coordination. • Experience supporting teams with travel tied to fixed schedules or events. Physical Requirements: • Ability to stand, walk, and move in diverse operational environments, including race shops, arenas, and commercial facilities. • Frequent domestic travel to oversee operations, events, and facilities; occasional international travel may be required. • Capacity to work extended hours, including evenings, weekends, and holidays, as dictated by business or event schedules. • Comfortable working in variable environmental conditions, including loud, high-traffic, or high-pressure environments. Please note: Spire and all affiliated companies are Equal Opportunity employer(s). Minorities, women, veterans, and individuals with disabilities are encouraged to apply. For more information regarding the EEOC, please visit https://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf. Only direct hires need apply to or inquire about job postings at Spire. We are not accepting calls, resumes or applications from recruiting firms at this time.

Qualifications

• Exceptional organizational, and project management skills

• Strong communication and interpersonal abilities with experience leading diverse teams

• Ability to balance operational priorities across multiple industries and business lines

• Demonstrated experience coordinating complex domestic and international travel

• Strong organizational skills with the ability to manage multiple priorities simultaneously

• Exceptional attention to detail and follow-through

• Excellent written and verbal communication skills

• High level of professionalism and discretion

• Proficiency with Microsoft Office and standard administrative tools

• Ability to remain calm and effective in high-pressure, time-sensitive situations

• 5+ years of experience in administrative support, executive assistance, or travel coordination

• Experience supporting senior executives in a fast-paced or operational environment

• Experience in motorsports, professional sports, aviation, or similar logistics-heavy industries

• Familiarity with private or charter aviation coordination

• Experience supporting teams with travel tied to fixed schedules or events

• Ability to stand, walk, and move in diverse operational environments, including race shops, arenas, and commercial facilities

• Frequent domestic travel to oversee operations, events, and facilities; occasional international travel may be required

• Comfortable working in variable environmental conditions, including loud, high-traffic, or high-pressure environments

Responsibilities

• The Travel Coordinator / Administrative Assistant plays a critical role in supporting Spire Motorsports’ executives and race operations through comprehensive travel coordination and high-level administrative support

• For the initial phase of the role, this position will provide primary coverage for travel coordination during a leave of absence, managing complex and time-sensitive travel for executives, competition personnel, and race operations

• As coverage transitions back, the role will evolve into a broader administrative and executive support position, while continuing to manage and support travel, aviation logistics, and executive needs on an ongoing basis

• This role is ideal for someone who thrives in a fast-paced, rapid change, high-accountability environment, is highly detail-oriented, and is comfortable managing evolving priorities in motorsports operations

• No direct reports

• Travel Coordination

• Coordinate all aspects of domestic and international travel for executives, competition personnel, and support staff

• Manage complex, multi-leg travel itineraries tied to race weekends, testing, sponsor events, and executive travel

• Coordinate logistics related to team-owned aircraft, including flight scheduling, passenger coordination, ground transportation, and schedule changes

• Serve as a central point of contact for last-minute travel changes, delays, and urgent adjustments

• Ensure travelers receive complete itineraries, confirmations, and relevant documentation

• Coordinate hotels, rental vehicles, and other ground logistics aligned with race schedules and executive needs

• Prepare and submit travel-related expense reports in accordance with company policies

• Maintain accuracy and compliance across all travel arrangements

• Administrative & Executive Support

• Provide high-level administrative support to members of the executive team

• Manage calendars, meetings, and scheduling across multiple time zones

• Coordinate internal and external meetings, including logistics, materials, and follow-ups

• Draft, edit, and manage professional correspondence, reports, and presentations

• Assist with document preparation, filing, and information management

• Act as a trusted liaison between executives, internal teams, vendors, and external partners

• Maintain confidentiality and discretion when handling sensitive information

• Operations & Coordination Support

• Support race operations and executive logistics related to travel, aviation, and scheduling

• Assist with planning and coordination for offsite meetings, sponsor events, and team functions

• Track and manage administrative deadlines and deliverables

• Proactively anticipate needs and resolve issues before they escalate

• Capacity to work extended hours, including evenings, weekends, and holidays, as dictated by business or event schedules