Team Assistant

Team Assistant - Operations & Planning

The Utah 2034 Organizing Committee is seeking a Team Assistant - Operations & Planning. This hourly, entry-level position provides administrative and coordination support to the Operations & Planning division as Utah 2034 prepares to welcome the world and deliver an exceptional Olympic and Paralympic Winter Games experience in support of the vision to elevate communities, elevate sport, and elevate the Games experience.

This position supports the day-to-day administrative and logistics needs of the Operations & Planning team. Responsibilities include maintaining product inventories, scheduling meetings, coordinating calendars, preparing materials, supporting travel and expense processes, organizing documents, and helping the team stay on track with key deliverables and internal coordination. This role will work closely with team members and cross-functional partners to help ensure smooth day-to-day operations in a fast-paced and collaborative environment.

This is an opportunity ideal for someone who is organized, proactive, detail-oriented, and eager to support a high-performing team. This role currently reports to the Vice President - Operations & Planning.

Key Responsibilities

• Administrative Support
  • Provide day-to-day administrative support to the Operations & Planning team, helping maintain organization, responsiveness, and follow-through across team activities
  • Manage calendars, schedule meetings, coordinate availability, and help organize internal and external appointments
  • Prepare agendas, meeting materials, presentations, and other supporting documents for team meetings and stakeholder engagements
  • Take notes, track action items, and support timely follow-up on team decisions and next steps
  • Organize shared files, maintain records, and help ensure materials are accurate, current, and easy to access
• Coordination & Logistics
  • Maintain licensed product inventories
  • Coordinate meeting logistics, including room scheduling, virtual meeting support, distribution of materials, and attendee communications
  • Assist with travel coordination, expense processing, visitor support, and other administrative logistics as needed
  • Help support team events, workshops, and planning sessions through materials preparation, setup coordination, and follow-through
• Team Operations
  • Support the team in tracking deadlines, maintaining planning documents, and organizing information related to ongoing priorities
  • Assist with document formatting, data entry, basic reporting, and other administrative tasks that help keep work moving efficiently
  • Collaborate with colleagues across the organizing committee to gather information, route materials, and help coordinate responses
  • Help leverage approved digital and AI-enabled tools, as appropriate, to improve administrative efficiency, organization, and planning support
• Contribute to a positive, service-oriented team culture aligned with Utah 2034's commitment to welcoming the world and inviting every Utahn to feel part of the Games
• Demonstrate professionalism, discretion, and strong attention to detail in handling information, communications, and team materials
• Build effective working relationships with colleagues and support cross-functional collaboration across the organization
• Perform other administrative and coordination duties as assigned in support of Operations & Planning priorities

• High school diploma or equivalent required; associate's or bachelor's degree is a plus
• 1-3 years of administrative, office coordination, customer service, internship, or related experience preferred
• Strong organizational skills and attention to detail
• Clear written and verbal communication skills
• Ability to manage multiple tasks, prioritize effectively, and follow through on deadlines
• Professionalism, reliability, and discretion in handling information and communications
• Strong working knowledge of Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams
• Comfort learning new systems, tools, and administrative processes
• Ability to work effectively in a fast-paced, collaborative office environment

• Experience supporting a team in an administrative, project coordination, or office environment
• Experience using collaboration or productivity tools such as SharePoint, Teams, or approved AI-enabled tools
• Multilingual skills or experience in multicultural settings

• Ability to work onsite in an office environment based in Salt Lake City, Utah
• The majority of work will be conducted in an office setting, requiring extended periods of time using computers, phones, and other office equipment
• Prolonged sitting and regular use of hands and wrists for typing and other administrative tasks
• Ability to lift and move boxes of 25-50 lbs.
• Ability to work a flexible schedule, including occasional additional hours, as needed to support team activities
• Limited local travel may be required from time to time in support of meetings, events, or operational needs