Executive Support Coordinator

About the Role

As our Executive Support Coordinator, you'll be the steady hand behind the CEO and senior leadership — anticipating needs before they're spoken, managing competing priorities with ease, and keeping our executives ready for whatever the day brings. This role goes well beyond traditional administrative support: it calls for sharp judgment, and the confidence to operate with real autonomy, whether you're driving a business initiative forward, aligning teams across functions, or polishing a communication before it goes out. And in everything you do, you'll model Arena's values — Excellence, Collaboration, Diversity, Integrity, Accountability, and Empathy — handling sensitive matters with the discretion and professionalism this seat demands.

What You'll Love About This Role

• A seat right beside the CEO and senior leadership — you'll see how a global events business is run, and you'll help run it
• Real autonomy, not a to-do list: you'll triage, prioritize, and make judgment calls that keep leadership focused on what matters most
• Variety that keeps every day interesting — one hour you're building a board-ready deck, the next you're untangling an international itinerary or moving a cross-functional project forward
• A front-row seat to how events like the F1 Grand Prix, the Ryder Cup, and the PGA Tour actually come together, from bid to build
• A company that values discretion, ownership, and sweating the details — and that promotes people who bring all three

Responsibilities

• Keep leadership focused: Act as a strategic gatekeeper for the executives — triaging requests, prioritizing issues, and keeping everything aligned with business priorities; own complex executive calendars, coordinating meetings, agendas, and follow-ups so decisions get made and momentum holds; stay a step ahead of deadlines and risks, spotting and solving scheduling and workflow snags before they become problems
• Move projects forward: Coordinate cross-functional activities on behalf of leadership, making sure everyone knows who owns what; track key deliverables, timelines, and action items, and raise risks early to keep initiatives on course; find smarter ways to work — spotting and implementing improvements to administrative and operational processes
• Make leadership look sharp: Prepare and polish presentations, reports, and briefing materials (PowerPoint, Excel, Word) to a consistent executive standard; draft and edit correspondence that's concise, well-structured, and professional; own version control and quality across materials headed to senior leadership and external stakeholders
• Build trust across the business: Serve as the liaison between executives and internal and external stakeholders, keeping communication clear and follow-through timely; handle confidential and sensitive information with discretion, sound judgment, and professionalism; build strong, trust-based relationships across teams that make collaboration easier for everyone
• Run the executive office: Coordinate domestic and international travel, including complex itineraries that fit seamlessly with executive schedules; manage expense reporting, documentation, and administrative processes with accuracy and timeliness; continuously raise the bar on executive office standards, tools, and practices

Qualifications

• 7–10+ years in an administrative support or executive assistant role, including at least 3 years supporting senior leadership or executives
• Advanced Microsoft Office skills — PowerPoint, Excel, and Word are second nature to you
• Rock-solid organizational skills and the ability to juggle multiple priorities in a fast-paced environment
• Exceptional time management and a proven track record of staying calm and solution-oriented under pressure, shifting priorities, and tight deadlines
• Curiosity about technology — including collaboration tools and AI-enabled tools — and how it can make work more efficient
• High school diploma or equivalent

Preferred Qualifications

• An Associate's or Bachelor's degree
• Experience in live events, hospitality, or another fast-paced, deadline-driven industry

Benefits

• Competitive Pay – Your skills and experience are valued
• Medical, dental, and vision insurance to support your health and well‑being
• 401(k) with Company Match – to help you plan for the future
• Paid Time Off & Holidays – Work hard, recharge often
• Flexible Work Options – We support work‑life balance
• Career Growth Opportunities – Learning, development, and advancement
• Supportive Team Culture – Collaboration, respect, and inclusion
• Employee Perks – Monthly appreciation meal, event tickets, and more

Schedule

Monday through Friday, onsite.