Run the AVP's day so the AVP can run the build.
Our client works at the intersection of live events, branding and experiential delivery, producing branding and signage, custom fabrication and on-site event execution for major properties in sports and entertainment. Their projects are large, visible, and dated: a build either lands before the doors open or it does not land at all.
The title is Solutions Group Coordinator. In practice it is a senior executive assistant and operations coordination seat: dedicated support for an Associate Vice President who leads the Solutions Group, and for the functional leaders around them. You own the inbox, the calendar, the meeting record and the departmental documentation, so that the AVP and their leads can stay on project delivery, technical solutions, resource alignment and team leadership instead of administration.
It takes a particular kind of trust. You will see decisions before the rest of the group does, write in someone else's name, and make judgment calls about what deserves an interruption and what does not. The work is fully remote and it is measured by what stops reaching the AVP's desk, not by hours logged.
Key Responsibilities
Email and Communication Management
- Monitor and triage high-volume inbox traffic for the AVP, Solutions, on a consistent daily rhythm
- Identify and elevate the items that genuinely need direct attention, a decision, or follow-up, and hold back the ones that do not
- Draft and route routine responses and internal communications in the AVP's voice, inside an agreed boundary of what you send and what you check first
- Track open requests through to closure so nothing sits unanswered during peak event and project cycles
- Reduce the administrative email burden on the AVP week over week, and be able to show how.
Calendar, Meeting and Travel Coordination
- Manage the AVP's calendar end to end: internal meetings, client discussions, project reviews, site visits and leadership commitments
- Resolve scheduling conflicts with a recommendation attached, rather than handing the conflict back
- Coordinate meeting logistics: agendas, pre-reads, materials, links and attendee availability
- Capture key notes, decisions, action items, owners and due dates, and circulate them promptly
- Follow up on open action items through to completion, escalating when a date slips
- Coordinate travel arrangements, itineraries and the related administrative detail as needed
Solutions Group Planning and Reporting Support
- Assist in preparing materials for weekly, monthly, quarterly and annual planning discussions
- Prepare and organise presentations, reports, meeting materials and Solutions Group documentation
- Maintain organised digital files, records, team directories and shared planning resources
- Build and maintain basic trackers, dashboards, status reports and data consolidations as requested
- Chase the inputs those reports depend on ahead of the deadline rather than on it
Process and Information Support
- Help maintain consistency in departmental processes, documentation, templates and communication practices
- Coordinate the collection and organisation of SOPs, lessons learned, planning documents and reference materials
- Assist with documenting and communicating process updates, action items and changes across the Solutions Group
- Keep shared resources current rather than letting them drift out of date
Requirements
- 3 to 5 years of experience in executive support, administrative coordination, operations coordination, project coordination or a similar role
- Direct experience supporting a senior leader and coordinating across multiple departments
- Hands-on experience running a delegated mailbox and a complex calendar for someone else, not only your own
- Exceptional organisational, planning and time-management skills
- Strong attention to detail and accuracy
- Ability to manage high email volume, complex calendars and competing priorities at the same time
- Strong written and verbal communication skills in English
- Ability to gather, organise and summarise information from several teams into one clear version
- A high level of discretion, judgment and professionalism
- A self-starter who works independently and anticipates what is needed before being asked
- Comfortable in a fast-paced, deadline-driven environment where priorities shift
- Willing and able to work extended hours during peak project and event periods
Preferred Qualifications
- Experience in live events, production, construction, fabrication, project management or a related environment
- Experience with ERP, project-management or collaboration systems
- Experience supporting a leader across more than one time zone
- Bachelor's degree — preferred, not required
Tools & Software
- Microsoft Outlook — primary, including delegated mailbox and calendar access
- Microsoft Excel — trackers, status roll-ups, data consolidation
- Microsoft PowerPoint — planning materials and leadership decks
- Microsoft Teams and OneDrive — shared files, channels, co-authoring
- ERP, project-management or collaboration systems — preferred
What Makes You a Great Fit
- You have run someone else's inbox before and you know the difference between urgent to the sender and urgent to your executive
- You write clearly enough that people cannot always tell whether the message came from you or from the person you support
- You bring a recommendation, not a problem, when two things land on the same hour
- You close loops. An action item with your name near it does not quietly expire
- You keep your mouth shut about what you see, and you tell your executive when someone goes looking
- You own a mistake in the first sentence, then fix the process that allowed it
- You are comfortable being trusted, unsupervised, on someone else's reputation
Benefits
What We Offer
- Up to $6/hour
- 100% remote work
- Full-time role We hire for the long haul, so a steady track record of staying and growing always moves you up our list.
To apply:
Ensure your LinkedIn profile and resume are up-to-date and comprehensive (submit a comprehensive resume in English, PDF format), and complete the assessment in this link: https://assessment.aptiveindex.com/s/PfPYWg8hWM1G
A quick note on how we will reach you: our recruitment team communicates primarily through Telegram, using the mobile number on your application and resume. Please make sure that number is active and registered on Telegram, since this is where screening and interview scheduling happen. If it is not registered yet, you can set it up right after you apply — it takes only a few minutes and keeps your application moving without delay.
By applying, you consent to being contacted via the contact information provided in your application for recruitment purposes only.
Because of the volume of applications we receive, we're only able to follow up directly with candidates whose experience closely matches this role. If you don't hear from us within 10 days, please know we genuinely appreciate your interest—and we'd welcome your application to future openings that may be a stronger fit. Thank you for considering Remote Raven, and all the best in your search.
A note on scheduling: initial interviews run in US Mountain Standard Time (MST) within a 3:00 AM – 1:00 PM MST window. We know that takes flexibility around the time difference, and we genuinely appreciate it.
