Position Title: Executive Assistant and Administration Coordinator
Reports To: CEO
Opportunity:
The Arizona Major Events Host Committee (AMEHC) is responsible for planning and executing major and impactful events for Arizona. The AMEHC resume includes events like the NFL Super Bowl in 2023, the NCAA Men’s Basketball Final Four in 2024, and the upcoming 2026 NCAA Women’s Basketball Final Four. The guiding principles of the AMEHC create a framework for achieving success and maximizing the positive impacts on Arizona communities:
- Showcase Arizona on a Global Platform
- Fuel economic engine for the Region
- Leave a positive legacy for the State
The AMEHC works in partnership with local and national stakeholders to create an outstanding and positive experience for event attendees, Arizona residents, local businesses, the hospitality community, media, visitors to Arizona, local and national sponsors, as well as participating teams, players/participants and team personnel. We are seeking individuals who are committed to pursuing excellence and being part of creating memorable experiences and philanthropic and economic impact.
Role:
This position will support the CEO in the capacity of Executive Assistant and manage day-to-day administration duties to support commercial success for the Arizona Major Events Host Committee. He/She/They will represent the organization externally with local and national stakeholders with written and verbal communications. Additionally, they will work with a high degree of independence and discretion, organize multiple priorities simultaneously and successfully meet deadlines.
Responsibilities:
- Provide administrative support to the CEO, ensuring she is prepared to perform her duties at all times:
- Manage external communications, as well as sensitive and confidential information.
- Manage CEO calendar, and proactively organize time effectively, using expert judgement and discretion.
- Coordinate and arrange meetings & special events: planning, agenda development, invitations, reserve and prepare facilities, video conferencing, audio, food/beverage, meeting preparation, meeting minutes, follow-up tracking, ticket distribution and travel arrangements.
- Assist with Board of Director communications and Board Meeting preparation.
- Prepare documents, presentations, charts, and graphics.
- Coordinate and execute administrative duties for the Committee:
- Lead onboarding and offboarding process for staff and interns. Oversee intern program, including recruitment, selection, assignments, general curriculum and tracking.
- Provide assistance, as needed, to the Leadership team.
- Coordinate relationship with building management and parking office; manage security badges and parking arrangements, communicate with staff on guidelines; coordinate loading dock and conference room needs.
- Manage Committee office operations and supplies, including maintaining supply levels and relationships with ongoing suppliers (water delivery, maintenance, copier, janitorial, etc.)
- Perform general office duties and tasks as assigned; available to work weekends and extended hours for special events.
- Lead emergency preparedness and response operations.
- Play a leading role in setting positive Committee culture and working environment.
Qualifications/Competencies:
- Preferred Experience: A minimum of 3- 5 years of experience providing high-level administrative support to senior executives.
- Proven work experience in C-suite level environment in sports organization, sports league, or relevant private sector entities, preferably on large-scale, major brand franchise.
- Relationship-building expertise that will make a positive contribution to the Committee.
- Ability to effectively prioritize efforts in a highly dynamic and fluid environment, while remaining professional, positive, and productive.
- Highly organized, excellent multi-tasking skills and demonstrated self-starter.
- Demonstrates ability to work independently, be solution-oriented and respond quickly and succinctly to audibles.
- Excellent communication and presentation skills with external executive level stakeholders and internal team members.
- Very proficient in MS Suite applications, specifically PowerPoint, Excel, Word.
- Experience composing emails, communications, presentations, and reports (e.g., consistent format, grammar, punctuation, spelling, proofreading) with extreme attention to detail.
- Works with a sense of urgency and diplomacy.
- Keen ability to discern and keep sensitive information confidential.
- Team player and positive mojo – ability to work well with all internal and external stakeholders.
- Due to the fast paced, dynamic work environment, this role is onsite in downtown Phoenix, and may require attendance at occasional evening and weekend events.
Benefits/Perks Summary:
We understand the importance of maintaining a healthy work-life balance, which is why we offer a thoughtfully curated benefits package designed to support the overall well-being of our team members. We are committed to fostering a positive work environment where team members can thrive both professionally and personally. Team member benefits reflect our commitment to valuing and investing in our employees.
This position is eligible for company sponsored benefits and perks including:
- Health Insurance Stipend
- Retirement Planning Support: 401 (k) retirement option with employer match contribution
- Vacation, Sick and Holiday Leave Programs
- Wellness Stipend
- Cell Phone Stipend
- Professional Development Opportunities
- Community Engagement Opportunities
- And a variety of other perks
The Arizona Major Events Host Committee, an Arizona 501(c)(3) non-profit, is an equal opportunity employer.
