Executive Support Coordinator

Arena Americas; Oak Creek (WI); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Competitive Pay

Medical, dental, and vision insurance

401(k) with Company Match

Paid Time Off & Holidays

Flexible Work Options

Career Growth Opportunities

Employee Perks

Job summary

Arena Americas is seeking an Executive Support Coordinator to be the steady hand behind our CEO and senior leadership. You will anticipate needs, triage priorities, and manage complex schedules with autonomy, shaping communications and cross-functional initiatives.

Join a fast-paced global events team that values discretion, ownership, and meticulous execution, with opportunities to influence executive workflows, travel planning, and project delivery across domestic and international teams.

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
• Curiosity about technology — including collaboration tools and AI-enabled tools
• High school diploma or equivalent

Responsibilities

• Act as a strategic gatekeeper for the executives — triaging requests, prioritizing issues, and aligning with business priorities
• Own complex executive calendars, coordinating meetings, agendas, and follow-ups so decisions get made
• Stay ahead of deadlines and risks, solving scheduling and workflow snags
• Coordinate cross-functional activities, track deliverables and timelines, and raise risks early
• Prepare and polish presentations, reports, and briefing materials to an executive standard
• Serve as liaison between executives and stakeholders, maintaining clear communication and follow-through
• Coordinate domestic and international travel and manage expense reporting with accuracy

Skills

Executive support

Microsoft Office

Organization

Time management

Communication

Curiosity about technology

Education

High school diploma or equivalent

Associate's degree

Bachelor's degree

Tools

Microsoft Office Suite

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Oak Creek, WI, US

Work on Events the World Talks About

At Arena Americas, we breathe life into space — designing, building, and delivering the temporary structures and event environments behind some of the world's most celebrated events. Behind every seamless event is a team that runs just as smoothly, and that's exactly where you come in.

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.

You’ll Love 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

How You’ll Support the Structure

You’ll be the steady hand behind our executives — anticipating needs before they're spoken, managing competing priorities with ease, and keeping leadership ready for whatever the day brings. Here’s what that looks like:

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

The Foundation You Already Have

We're looking for a seasoned, unflappable professional who reads a room, thinks two steps ahead, and takes pride in making complex things look effortless. You'll be a strong fit if you bring:

• 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

Bonus Points If You Have These

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

We Take Care of Our People

We know that a job is more than a paycheck, it’s about feeling supported, valued, and able to live a full life outside of work. That’s why we offer benefits designed to care for you and your family, both now and in the future.

• 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

Location: Onsite

Schedule: Monday through Friday

Arena Americas is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other protected characteristic under applicable law.