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