Executive Support Coordinator

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Full Time Oak Creek, WI, US

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.

• 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

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:

• 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…