Executive Assistant to Vice Presidents

Utah 2034; Salt Lake City (UT); On-site; USD 55,000 - 85,000; Full time

Job summary

2034 Organizing Committee is seeking an Executive Assistant to support two VP-level leaders in Salt Lake City. You will manage complex calendars, coordinate meetings and travel, and prepare communications and reports with a strong emphasis on discretion.

The role requires exceptional organization, proactive communication, and a team-oriented mindset to help bring the 2034 Games vision to life in a dynamic, fast-changing environment.

Qualifications

• 3-5 years of executive support experience.
• Strong organizational and multitasking abilities with high attention to detail.
• Excellent written and verbal communication; professional demeanor.

Responsibilities

• Provide executive-level administrative support to senior leaders, coordinating priorities to maximize effectiveness.
• Manage calendars, scheduling, meetings logistics, and travel arrangements as needed.
• Draft, edit, and prepare documents, presentations, and emails with confidentiality.
• Support meetings and events, including notes, action items, and follow-ups.
• Greet guests, field inquiries, and maintain relationships with internal and external stakeholders.

Skills

Administrative support

Scheduling

Communication

Discretion

Relationship-building

Organizational skills

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Office

Zoom

Teams

Job description

Position Overview

The 2034 Organizing Committee is responsible for delivering the Olympic and Paralympic Winter Games in 2034. Guided by our vision to elevate communities, sport, and the Games experience, we are committed to ensuring the Games inspire lasting impact and unity. We are grounded in our values of integrity, collaboration, service, and fun.

We are seeking an Executive Assistant to join us in this early stage of building the organization. This role goes beyond traditional administrative support - it offers the opportunity to work at the heart of a dynamic team with a front-row seat to the journey of bringing one of the world’s most inspiring events to life. From supporting executive leadership to creating an efficient and welcoming office environment, this position is central to the success of our daily operations.

The ideal candidate will embrace the challenges and opportunities of a growing organization - working collaboratively, managing multiple priorities, serving as an ambassador for the 2034 Games, and demonstrating resilience in the face of change. Organized, dependable, and motivated, with excellent communication skills, the Executive Assistant will make a significant impact behind the scenes and help unify the team as we build toward the Games.

The 2034 Organizing Committee is an independent, nonprofit organization governed by a Board of Directors. Together, we will build a Games that will inspire Utah, the United States, and the world.

Key Responsibilities

• Provide executive-level administrative support to the Vice President of Impact, Engagement, and Enterprise Operations and the Vice President of Games Delivery, coordinating both professional and personal priorities to maximize their effectiveness and focus on organizational goals.
• Place a high priority on effective scheduling by managing calendars, prioritizing requests, facilitating conversations, and arranging meeting logistics.
• Work closely with the broader team to track and coordinate strategic priorities and tasks, ensuring commitments are completed in a timely manner, and to support special projects, events, and organizational initiatives.
• Assist with correspondence and communication, including drafting, editing, and preparing documents, presentations, talking points, spreadsheets, reports, and emails.
• Support meeting and event preparation, including research, gathering information, coordinating logistics, arranging catering, and capturing meeting notes or action items as needed.
• Serve as the first point of contact for all guests and visitors, greeting them warmly and professionally while directing them to the appropriate person or meeting room.
• Represent the Organizing Committee with warmth and professionalism, building and maintaining strong relationships internally and with external stakeholders to support collaboration and communication.
• Manage expense reporting and reimbursements in collaboration with the Finance team, including invoice processing and related activities; coordinate leadership travel arrangements.
• Handle confidential and sensitive information with discretion, professionalism, and integrity.

Qualifications

• Minimum Associate’s degree or equivalent experience; Bachelor’s degree preferred.
• 3-5 years of experience providing administrative support to senior or executive-level staff.
• Advanced skills in Microsoft Office (PowerPoint, Excel, Word, Outlook) and proficiency with collaboration tools such as Zoom and Teams.
• Strong organizational skills with the ability to prioritize, track multiple tasks, and produce high-quality outputs with attention to detail.
• Excellent verbal and written communication skills; warm, approachable, and skilled at building strong relationships across diverse stakeholders.
• Ability to maintain confidentiality, demonstrate integrity, and exercise sound judgment in handling sensitive matters.
• Adaptability and resourcefulness to thrive in a dynamic, fast-changing environment, with a willingness to learn from others.
• Mission-driven and inspired by the values of the Olympic and Paralympic Movement.

Work Environment

The Executive Assistant role reports to the Vice President of Impact, Engagement, and Enterprise Operations and the Vice President of Games Delivery.

This role is based in downtown Salt Lake City. Occasional evenings and weekends may be required. Flexibility will be important as the organization grows.

Tools, Equipment & Conditions

• Standard office equipment.
• Office environment in a shared/co-working setting.
• Possible occasional domestic and international travel.
• Prolonged periods of sitting and computer use.
• Regular attendance is an essential function of the role.
• This role performs some physical tasks, including lifting, carrying, transporting, and setting up supplies, materials, and equipment weighing up to 30.
• Ability to work a flexible schedule, including occasional nontraditional hours.

Submission Requirements

• Resume
• Cover Letter