{"schemaVersion":"jobsearcher.job.v1","id":"fb1744ca74aeeaeceb61ba01","url":"https://jobsearcher.com/jobs/fb1744ca74aeeaeceb61ba01","canonicalUrl":"https://jobsearcher.com/jobs/fb1744ca74aeeaeceb61ba01","title":"Administrative Assistant & Office Manager (Temporary)","description":"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!\n\nJOB SUMMARY\n\nExacta 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.\n\nThis 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.\n\nESSENTIAL DUTIES AND RESPONSIBILITIES\nProvide administrative assistance to President and members of Executive Team as required or requested including typing correspondence, answering telephones, filing, preparing financial and other reports.\nCoordinate and arrange meetings, prepare agendas, reserve and prepare meeting room (including ordering and picking up lunch if necessary).\nAssist with travel requests, as directed. Arrange and coordinate travel schedules and reservations.\nCoordinate appointment calendars, conference calls, meetings and business trips for executive staff.\nCoordinate travel and meeting schedules for potential new hires.\nWork with legal and compliance team to process licensing applications for Exacta team members.\nProcess contracts, vendor invoices, purchase requisitions, expense reports, and check requests.\nResponsible for operating and maintaining office equipment; arranging for repairs when necessary.\nCompose and type routine correspondence. Make copies of correspondence or other printed materials. Prepare outgoing mail and correspondence, including e-mail and faxes.\nOrder and maintain office supplies for corporate office\nCoordinate and schedule December travel for Exacta team members into Austin for annual all-employee meeting.\nManage administrative projects as assigned by President.\nOffice Management duties:\nGreet visitors and escort to appropriate area or person\nManage/distribute outgoing/incoming mail, express envelopes and courier deliveries\nManagement of Snacks & Drink sourcing; ensuring the break area is stocked appropriately and kept up in presentable standards\nPerform other related duties, as assigned.\nREQUIRED SKILLS AND ABILITIES\nStrong communication, written skills, and interpersonal skills (required to establish and maintain inter-departmental relationships).\nComfortable with fast paced work environment.\nAbility to work independently and as part of a team.\nProfessional appearance, positive demeanor, high focus of working ethically and with integrity.\nAbility to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.\nAbility to write routine reports and correspondence. Ability to speak effectively to employees and clients/customers.\nAdvanced proficiency in MS Office Suite. Calendering & inbox management within MS Outlook is critical.\nReliable attendance and dependability in meeting commitments and deadlines are essential functions of this position.\nEDUCATION AND EXPERIENCE\nBachelor’s Degree preferred.\nMinimum of 2-5 years related experience and/or training; or equivalent combination of education and experience.\nPHYSICAL REQUIREMENTS & WORKING CONDITIONS\n\nThe 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.\n\nWhile 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.\n\nSpecific vision abilities required by this job include close vision, color vision, color differentiation, peripheral vision, depth perception, and ability to adjust focus.\n\nThis 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.\n\nThe 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.\n\nThe 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.\n\nThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.\n\nReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\n\nAll qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.","company":"Exacta","rawCompany":"exacta","city":"Austin","state":"TX","isRemote":false,"isActive":false,"createdAt":"2026-10-06T15:11:28.449Z","occupations":[{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"43-6011.00","title":"Executive Secretaries and Executive Administrative Assistants","slug":"executive-secretaries-and-executive-administrative-assistants"},{"code":"43-9061.00","title":"Office Clerks, General","slug":"office-clerks-general"}],"industries":[{"code":"551114","title":"Corporate, Subsidiary, and Regional Managing Offices","slug":"corporate-subsidiary-and-regional-managing-offices"},{"code":"921110","title":"Executive Offices","slug":"executive-offices"},{"code":"561110","title":"Office Administrative Services","slug":"office-administrative-services"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Administrative Assistant & Office Manager (Temporary)","description":"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!\n\nJOB SUMMARY\n\nExacta 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.\n\nThis 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.\n\nESSENTIAL DUTIES AND RESPONSIBILITIES\nProvide administrative assistance to President and members of Executive Team as required or requested including typing correspondence, answering telephones, filing, preparing financial and other reports.\nCoordinate and arrange meetings, prepare agendas, reserve and prepare meeting room (including ordering and picking up lunch if necessary).\nAssist with travel requests, as directed. Arrange and coordinate travel schedules and reservations.\nCoordinate appointment calendars, conference calls, meetings and business trips for executive staff.\nCoordinate travel and meeting schedules for potential new hires.\nWork with legal and compliance team to process licensing applications for Exacta team members.\nProcess contracts, vendor invoices, purchase requisitions, expense reports, and check requests.\nResponsible for operating and maintaining office equipment; arranging for repairs when necessary.\nCompose and type routine correspondence. Make copies of correspondence or other printed materials. Prepare outgoing mail and correspondence, including e-mail and faxes.\nOrder and maintain office supplies for corporate office\nCoordinate and schedule December travel for Exacta team members into Austin for annual all-employee meeting.\nManage administrative projects as assigned by President.\nOffice Management duties:\nGreet visitors and escort to appropriate area or person\nManage/distribute outgoing/incoming mail, express envelopes and courier deliveries\nManagement of Snacks & Drink sourcing; ensuring the break area is stocked appropriately and kept up in presentable standards\nPerform other related duties, as assigned.\nREQUIRED SKILLS AND ABILITIES\nStrong communication, written skills, and interpersonal skills (required to establish and maintain inter-departmental relationships).\nComfortable with fast paced work environment.\nAbility to work independently and as part of a team.\nProfessional appearance, positive demeanor, high focus of working ethically and with integrity.\nAbility to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.\nAbility to write routine reports and correspondence. Ability to speak effectively to employees and clients/customers.\nAdvanced proficiency in MS Office Suite. Calendering & inbox management within MS Outlook is critical.\nReliable attendance and dependability in meeting commitments and deadlines are essential functions of this position.\nEDUCATION AND EXPERIENCE\nBachelor’s Degree preferred.\nMinimum of 2-5 years related experience and/or training; or equivalent combination of education and experience.\nPHYSICAL REQUIREMENTS & WORKING CONDITIONS\n\nThe 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.\n\nWhile 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.\n\nSpecific vision abilities required by this job include close vision, color vision, color differentiation, peripheral vision, depth perception, and ability to adjust focus.\n\nThis 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.\n\nThe 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.\n\nThe 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.\n\nThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.\n\nReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\n\nAll qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.","datePosted":"2026-10-06T15:11:28.449Z","dateModified":"2026-10-06T15:11:28.449Z","hiringOrganization":{"@type":"Organization","name":"Exacta","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Austin","addressRegion":"TX","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"fb1744ca74aeeaeceb61ba01"},"url":"https://jobsearcher.com/jobs/fb1744ca74aeeaeceb61ba01"}}