Executive Support Coordinator

Arena Event Services•Oak Creek, WI

4d•Onsite

About The Position

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.

Requirements

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

Nice To Haves

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

Responsibilities

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
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
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
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
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