Executive Assistant & Office Coordinator

The 2034 Organizing Committee is responsible for delivering the Olympic and Paralympic Winter Games in 2034. Guided by our vision to elevate communities, sport, and the Games experience, we are committed to ensuring the Games inspire lasting impact and unity. We are grounded in our values of integrity, collaboration, service, and fun.

We are seeking an Executive Assistant & Office Coordinator to join us in this early stage of building the organization. This role goes beyond traditional administrative support – it offers the opportunity to work at the heart of a dynamic team with a front-row seat to the journey of bringing one of the world’s most inspiring events to life. From supporting executive leadership to creating an efficient and welcoming office environment, this position is central to the success of our daily operations.

The ideal candidate will embrace the challenges and opportunities of a growing organization – working collaboratively, managing multiple priorities, serving as an ambassador for the 2034 Games, and demonstrating resilience in the face of change. Organized, dependable, and motivated, with excellent communication skills, the Executive Assistant & Office Coordinator will make a significant impact behind the scenes and help unify the team as we build toward the Games.

The 2034 Organizing Committee is an independent, nonprofit organization governed by a Board of Directors. Together, we will build a Games that will inspire Utah, the United States, and the world.

Key Responsibilities

• Provide executive-level administrative support to the CEO and other Organizing Committee leadership as assigned, coordinating both professional and personal priorities to maximize CEO effectiveness and focus on organizational goals.

• Place a high priority on effective scheduling by managing calendars, prioritizing requests, facilitating conversations, and arranging meeting logistics.

• Work closely with the Executive Project Manager to track and coordinate strategic priorities and tasks, ensuring commitments are completed in a timely manner, and to support special projects, events, and organizational initiatives.
• Assist with correspondence and communication, including drafting, editing, and preparing documents, presentations, spreadsheets, reports, and emails.
• Support meeting and event preparation, including research, gathering information, coordinating logistics, arranging catering, and capturing meeting notes or action items as needed.
• Represent the Organizing Committee with warmth and professionalism, building and maintaining strong relationships internally and with external stakeholders to support collaboration and communication.
• Serve as the primary point of contact for day-to-day office logistics, supplies, and meeting/technology support, ensuring a welcoming, professional, and efficient environment.
• Manage expense reporting and reimbursements in collaboration with the Finance team, including invoice processing and related activities; coordinate leadership travel arrangements.
• Handle confidential and sensitive information with discretion, professionalism, and integrity.

Qualifications

• Minimum Associate’s degree or equivalent experience; Bachelor’s degree preferred.

• 3–5 years of experience providing administrative support to senior or executive-level staff.
• Advanced skils in Microsoft Office (PowerPoint, Excel, Word, Outlook) and proficiency with collaboration tools such as Zoom and Teams.
• Strong organizational skills with the ability to prioritize, track multiple tasks, and produce high-quality outputs with attention to detail.
• Excellent verbal and written communication skills; warm, approachable, and skilled at building strong relationships across diverse stakeholders.

• Ability to maintain confidentiality, demonstrate integrity, and exercise sound judgment in handling sensitive matters.
• Adaptability and resourcefulness to thrive in a dynamic, fast-changing environment, with a willingness to learn from others.

• Mission-driven and inspired by the values of the Olympic and Paralympic Movement.

Work Environment

The Executive Assistant & Office Coordinator role reports to the Executive Project Manager.

This role is based in downtown Salt Lake City, with a current minimum of three days in office each week and additional time as needed to support leadership and daily office operations. Occasional evenings and weekends may be required. Flexibility will be important as the organization grows.

Tools, Equipment & Conditions

• Standard office equipment.
• Office environment in a shared/co-working setting.
• Possible occasional domestic and international travel.
• Prolonged periods of sitting and computer use.
• Regular attendance is an essential function of the role.
• This role performs some physical tasks, including lifting, carrying, transporting, and setting up supplies, materials, and equipment weighing up to 30.
• Ability to work a flexible schedule, including occasional nontraditional hours.

Submission Requirements

• Resume
  

Salary

The annual base salary range for this position is $75,000 - $85,000, subject to final determination based on individual candidate qualifications, experience, or other reasonable criteria.