Executive Affairs Coordinator

AMB Family Office is the support company for the Chairman and the Chairman's family as well as the investment management and support services arm of Arthur Blank's for-profit businesses. The Blank Family of Businesses portfolio includes: The Arthur M. Blank Family Foundation, National Football League's Atlanta Falcons, Mercedes-Benz Stadium, PGA TOUR Superstore, Major League Soccer's Atlanta United FC, West Creek Ranch, Mountain Sky Guest Ranch, Paradise Valley Ranch and Dome Mountain Ranch. While diverse in nature with unique operations and customers, these businesses are run based on a common set of core values, which focus on developing customer relationships, treating associates with respect, and supporting communities.
Position Summary:
The Executive Affairs Coordinator position requires flexibility and quick response to the Chairman's and Family's needs. This includes being able to stop midway through a project to pick up a more pressing project and toggling back and forth to complete all projects perfectly and seamlessly. It requires the ability and mindset to turn on a dime. This position will support the Executive Affairs team, which includes the Director of Executive Affairs, Family Concierge and Executive Events Manager.
Roles and Responsibilities:
ADMINISTRATIVE DUTIES:
• Discuss projects with Director of Executive Affairs and the Family Concierge before starting to ensure alignment on everchanging details.
• Pick up and deliver packages offsite as well as ship packages for the Executive Affairs team
• Assist Executive Affairs team with online shopping, returns and Amazon orders.
• Assist Executive Affairs team with picking up gift wrap supplies, gift cards, greeting cards, stadium supplies and collateral, suite gifts, VIP badges & lanyards, scarves, etc.
• Assist Family Concierge with theatre tickets process
• Assist Executive Affairs team with travel-related needs (hotels, air, planning itineraries, restaurant/venue research) for Chairman's family, staff planning trips and site visits.
• Write out thank you notes that Family Concierge crafts on behalf of the Chairman.
• Responsible for ensuring Director of Executive Affairs and Family Concierge are aligned and in sync (not overlapping) on writing personal notes for the Chairman.
• Support and assist coordination of Happiness Committee meetings and events including catering, invitations, RSVPs, theme planning, décor, set up, maintain annual budget, etc.
• Monthly occasionals (shop for multiple card options; place floral order with florist; send approved occasionals to the schedulers)
• Cross-training and coverage for Family Concierge and Executive Events manager when out of the office
• Ordering catering for COS team as needed
• Manage Executive Affairs team Master Calendar for stadium events and concerts at MBS, SFA, Truist Park
• Manage Executive Affairs team Guest Communication tracker for stadium events and concerts at MBS, SFA, Truist Park, crosscheck against mailers and provide updates for the Chairman's contact list monthly
• Responsible for coordinating/organizing auctions and donations tracker, communicating with auction winners, and purchasing autographed merchandise for Chairman's inventory.
• Work with Finance to ensure Master Tip trackers for stadium events and golf events/outings (i.e. caddies, forecaddies, etc.) are updated annually
• Submit invoices for Executive Affairs team
• Responsible for weekly agendas, calendar coordination and notetaking for Executive Affairs team meetings
GIFTING COORDINATION:
• Work with the Concierge and COS administrative team to ensure that all incoming gifts received at the office are delivered to Chairman's home as needed, thank you notes for each gift are sent; maintain yearly spread sheets and coordinate so all lists across ExecutiveAffairs team and COS office are in sync and updated periodically
• Shop as needed for gifts and specialty items, supplies and giftwrap for family birthdays, holiday gifts and special events
• Wrap gifts and assist with sorting gifts for the family and close friends; shipping gifts as needed; delivering gifts to other locations when needed
• Maintain the Chairman's annual holiday card mailing list for review before it is sent to the Chairman
• Point person for annual pistachio order, delivery and distribution to associates; maintain and update mailing list
• Point person for annual order and delivery of Hanukkah candles; maintain and update mailing list
• Point person for annual special gift (such as seafood) for family and friends; maintain and update mailing list
• Assist Event Manager with Atlanta Falcons & Atlanta United invite ideation, and invite list coordination
• Assist Event Manger with VIP badges and lanyards ideation, crosschecking against master schedule and sharing with key stakeholders (e.g. marketing and branding teams)
• Assist Event Manager with shipping/gifting support for Chairman and family requests for new Atlanta United and Atlanta Falcons merchandise
LARGE EVENTS:
• Maintain golf outing spread sheets (names; addresses; sizes; handicaps; save the date invitations; RSVPs); organizing gift bags; meeting materials, calendar coordination and notetaking/distribution, in addition to other golf-related assignments
• Assist in planning and execution for golf outings and trips (e.g. Hilton Head, October, Floridian)
• Events at Chairman's home (for all the businesses and for family) may require shopping; delivery of items to the home; assisting Concierge as needed. This includes weekend trips to Atlanta for MSGR; other special guests.
• Assist with preparation for international trips
• Assist with Super Bowl planning and other special events
• Assist with maintaining guest lists and point person for registration/check-in for all Chairman's personal events Assist Event Manager with pre-planning and onsite for Atlanta Falcons games / Atlanta United matches/ Mercedes-Benz Stadium concerts, including creation of guest bios, ticket and parking pass distribution, suite gifting coordination, and F&B coordination with Levy.
Required Skills:
• Highest level of discretion and confidentiality
• Excellent project management skills a must
• Anticipate what projects will require (timing; supplies; outside vendor)
• Experience collaborating effectively as a member of a team
• Ability to work flexible hours and willingness to work beyond a 40-hour work week as needed
• Willing to staff stadium events and personal events on nights and weekends, as needed
• Strong oral and written communication skills
• Strong organizational and interpersonal skills
• Good analytical and problem-solving ability
• Well organized and able to prioritize, coordinate, and manage simultaneous tasks/projects
• Proficiency in all MS Office products, including MS Excel, Outlook, and Word
• Tech savvy with regard to document sharing resources e.g. Google docs, One Drive, etc.
• Thoughtfulness and attention to detail
• Fact paced environment
• Sense of urgency
• Adaptability
• Good penmanship