Solutions Group Coordinator
About the Company:
We operate at the intersection of live events, branding, and experiential delivery, supporting some of the most recognized brands and properties in sports, entertainment, and live experiences. Our team specializes in branding and signage, custom fabrication, and event execution, delivering high-quality solutions for complex, high-profile projects.
Role Overview:
The Solutions Group Coordinator provides dedicated administrative, planning, and operational support to the AVP, Solutions while also supporting coordination across the broader Solutions Group. This role plays a key part in managing communications, calendars, meetings, follow-ups, and departmental planning so the AVP and functional leaders can remain focused on project delivery, technical solutions, resource alignment, and team leadership.
The role requires strong organizational skills, attention to detail, discretion, and the ability to gather and organize information across multiple functions in a fast-paced, deadline-driven environment.
Duties / Responsibilities:
Email and Communication Management
Monitor and triage high-volume inbox traffic for the AVP, Solutions
Identify and elevate items requiring direct attention, decisions, or follow-up
Draft and route routine responses and internal communications as appropriate
Track open requests and help reduce administrative email burden during peak event and project cycles
Calendar, Meeting, and Travel Coordination
Manage the AVP, Solutions calendar, including internal meetings, client discussions, project reviews, site visits, and leadership commitments
Coordinate meeting logistics, agendas, materials, and attendee availability
Capture key notes, decisions, action items, owners, and due dates, and follow up on completion
Coordinate travel arrangements, itineraries, and related administrative details as needed
Solutions Group Planning and Reporting Support
Assist in preparing materials for weekly, monthly, quarterly, and annual planning discussions
Assist in the preparation and organization of presentations, reports, meeting materials, and Solutions Group documentation
Maintain organized digital files, records, team directories, and shared planning resources
Assist with basic trackers, dashboards, status reports, and data consolidation as requested
Process and Information Support
Help maintain consistency in departmental processes, documentation, templates, and communication practices
Coordinate the collection and organization of SOPs, lessons learned, planning documents, and reference materials
Assist with documenting and communicating process updates, action items, and changes across the Solutions Group
Required Skills / Abilities:
Exceptional organizational, planning, and time-management skills
Strong attention to detail and accuracy
Ability to manage high email volume, complex calendars, and competing priorities effectively
Strong written and verbal communication skills
Ability to gather, organize, and summarize information from multiple teams
High level of discretion, judgment, and professionalism
Self-starter who can work independently and anticipate administrative needs
Proficiency in Microsoft Office, especially Outlook, Excel, PowerPoint, and Teams
Experience with ERP, project-management, or collaboration systems preferred
Comfortable working in a fast-paced, deadline-driven environment with shifting priorities
Education and Experience:
3 to 5 years of experience in executive support, administrative coordination, operations coordination, project coordination, or a similar role
Experience directly supporting a senior leader and coordinating across multiple departments strongly preferred
Experience in live events, production, construction, fabrication, project management, or a related environment preferred
Bachelor’s degree preferred but not required
Travel & Work Environment:
Remote
Must be able to work extended hours during peak project and event periods as needed
Requirements
This is a full time role
Up to $6/hr
100% Remote
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