Solutions Group Coordinator

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…