Executive Assistant & Resource Coordinator

Visit Salt Lake; Salt Lake City (UT); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) Plan

Vacation & Personal Days

Holiday Time Off

Job summary

Visit Salt Lake is seeking a proactive Executive Assistant to the Chief of Staff & Resource Coordinator to support the executive leadership team. This role blends high‑level Board and staff support with cross‑department resource planning.

You will manage complex calendars, prepare meeting materials, and help coordinate company events while maintaining the organization’s hospitality standards and culture.

Qualifications

• Two or more years supporting senior executives or equivalent in high‑level admin roles.
• Ability to manage complex calendars and competing priorities across stakeholders.
• Strong written and verbal communication with appropriate tone for Board and leadership audiences.
• Proven discretion with confidential information.
• Experience coordinating cross‑department work and events is a plus.

Responsibilities

• Manage and prioritize highly complex executive calendars across internal, Board, leadership, and partner meetings.
• Prepare agendas, notes, and follow‑through on organizational priorities.
• Coordinate Board communications, materials, and liaison activities.
• Assist with onsite meeting logistics, including AV, space setup, and hospitality.
• Maintain an organization‑wide view of projects and forecast resource needs.
• Support culture initiatives and plan company‑wide events.

Skills

Calendar management

Communication

Discretion

Microsoft Office

Asana

Tools

Microsoft Office

Asana

Job description

Salt Lake is a place where elevation meets aspiration. An active urban city set at the foot of spectacular mountains. A place for open minds and fresh perspectives. This is an exciting time to be in Salt Lake: a brand new $5.1B SLC International Airport expansion, a recently opened 700-key Hyatt Regency convention hotel, several new hotels in the development pipeline, population and business growth (Utah has been the fastest growing state in the nation since 2010, primarily driven by Salt lake), host of the 2023 NBA All-Star Game and recently announced as the host of the 2034 Winter Olympics...Salt Lake is on fire, and we’re just getting started.

To capitalize on this incredible growth and to achieve Visit Salt Lake’s ambitious vision, we’re seeking a proactive and enthusiastic individual to join our highly collaborative, and hard-working team. The Executive Assistant to the Chief of Staff & Resource Coordinator is a strategic extension of Visit Salt Lake's executive leadership. This role supports the Chief of Staff, and Executive Team while helping the organization use its people and creative capacity well. It pairs high-level executive and Board support with cross-departmental resource coordination, grounded in Visit Salt Lake's hospitality standards. The person in this seat sees the whole organization at once. They know where leadership time is most valuable and where creative capacity is stretched too thin, and they act on both before either becomes a problem.

Primary Responsibilities:

Executive & Board Support

• Manage and prioritize complex executive calendars across internal, external, Board, leadership, partner, and stakeholder meetings.
• Adjust schedules continuously as organizational priorities shift.
• Support the Chief of Staff through calendar management, meeting preparation, and follow-through on organizational priorities.
• Manage Board communication, event coordination, contact records, meeting minutes and materials.
• Act as the Board Liaison for Visit Salt Lake.
• Understand where leadership time is most valuable and move organizational initiatives forward accordingly.

Meetings, Communication & Documentation

• Prepare agendas, capture notes, and track action items for administrative, leadership, executive, and quarterly Board meetings.
• Gather executive and departmental updates for internal communications such as Pass the Salt.
• Distribute decks and materials for Team Talks, Leadership meetings, trainings, Admin Roundtable, weekly EA meetings, Leadership Lab, Board retreat, and quarterly Board meetings.
• Support onsite meeting logistics including food and beverage, room setup, AV coordination, cleanup, and hospitality details.
• Identify scheduling conflicts, operational gaps, and logistical issues before they become disruptions.

Resource Coordination

• Maintain a current, organization-wide view of active and upcoming projects, including who is assigned to what and where capacity exists.
• Serve as a neutral intake and routing point for creative and cross-departmental requests, assigning work based on real capacity and fit rather than departmental proximity.
• Meet regularly with creative and project staff to understand what they are working on and what they want to be working on.
• Partner with department leads to forecast resourcing needs ahead of demand.
• Flag over-allocation and competing deadlines early, and bring options rather than only problems.
• Advocate for creative staff by pushing for clear briefs and timelines that reflect the actual work.
• Facilitate a recurring resourcing and prioritization check-in with department leads.

Culture, Hospitality & Employee Experience

• Contribute to culture initiatives centered on employee experience and engagement, in line with Unreasonable Hospitality philosophies.
• Plan and execute company-wide events, staff engagement opportunities, and leadership experiences.
• Support logistics and execution for Leadership Lab, including onsite coordination, amenities, note-taking, troubleshooting, and follow-up documentation.

Operations & Administration

• Process purchase orders, track outstanding payment issues, and assist with executive operational needs.
• Develop and maintain standardized SOPs for recurring administrative and executive processes.
• Coordinate distribution for organizational programs.
• Assist with setup and execution for monthly meetings, trainings, leadership gatherings, and organization-wide events.
• Oversee workplace standards to keep shared spaces functional and welcoming, coordinating with vendors and office services rather than performing daily upkeep.
• Handle one-off requests including shipping, ordering, purchasing, pickups, and delivery coordination.

Qualifications:

• Two or more years supporting senior executives, or equivalent experience in high-level administrative, operations, or project coordination roles.
• Demonstrated ability to manage complex calendars and competing priorities across multiple stakeholders.
• Strong written and verbal communication skills, with the judgment to adjust tone for Board, executive, partner, and staff audiences.
• Proven discretion with confidential and sensitive information.
• Proficiency with Microsoft Office.
• Experience with Asana or a comparable work management platform, preferred.
• Experience coordinating creative, marketing, or project resourcing across departments, preferred.
• Background in hospitality, destination marketing, tourism, or a mission-driven organization, preferred.
• Event and meeting production experience, preferred.

Working Conditions:

• Primarily onsite in an office environment.
• Occasional evening and weekend hours for Board meetings, retreats, and organizational events.
• Occasional local travel for offsite meetings, retreats, and event support.
• Ability to lift and move event and office materials up to 25 pounds.

Benefits Package

Insurance: medical, dental, vision, life, long-term disability. 401(k) plan, Vacation, Sick, Personal Days, and major holidays PTO.

Application

Visit Salt Lake is an equal opportunity employer.

We value diversity and encourage applicants from all backgrounds to apply.

Only qualified candidates will be contacted for an interview. We thank all applicants for their interest in joining our team.

Final candidates will be subject to a background and reference check. E/O/E