Executive Assistant in Scottsdale, Arizona at MUSIC SERVING THE WORD MINISTRIES

Executive Assistant

Organization: Music Serving the Word Ministries (MSW)

Location: Ravenscroft - 8445 E Hartford Dr, Scottsdale, AZ 85255

Job Type: Full-Time

Commute Style: Onsite

About MSW Ministries & Ravenscroft

Music Serving the Word exists for God. Our mission is to worship Him in spirit and in truth, using the gifts He’s given us to engage with our community and impact lives for the sake of His Kingdom. In doing so, we aim to spark human flourishing—bringing life, purpose, and hope to everyone we encounter.

MSW team members strive to put their gifts and talents at the service of God in everything they do. MSW’s staff is a group of committed believers who pray with and for each other. www.msw.org.

Since opening in October 2021, our venue, the Ravenscroft, has featured dozens of world-renowned jazz artists in Ravenscroft Hall and Jazzbird Lounge and hosted thousands of jazz and music fans in unforgettable concert experiences. Resounding architecture, design, technology and artistic excellence are what make experiences at Ravenscroft unparalleled. https://theravenscroft.com.

Position Summary

The Executive Assistant reports to the Chief Operations Officer, and serves as the central coordinator for all on-site events, overseeing planning, logistics, staffing, finances, and helps coordinate artist transportation needs, to ensure seamless execution of standard and special events. This role partners closely with leadership, internal teams, artists, and vendors to deliver well-organized, financially accurate, and hospitality-driven events from pre-production through post-event reporting.

Duties and Responsibilities

Event Planning & On-Site Production

• Serve as the primary planner and on-site coordinator for all events, ensuring seamless execution from pre-production through post-event reconciliation, with particular focus on special events.
• Lead and facilitate weekly production meetings to align internal teams, vendors, artists, and leadership on timelines, logistics, and production details.
• Ensure all events are fully “buttoned up” prior to event weekends, with logistics, staffing, finances, and production needs finalized.
• Prepare and distribute detailed event communications, including lead sheets, run-of-show documents, and artist welcome materials.

Artist Relations & Hospitality

• Manage artist hotel accommodations, ground transportation, hospitality needs, and day-of logistics.
• Prepare and distribute artist welcome materials and event-specific communications.
• works with the Booking Manager to coordinate artist payments in collaboration with finance and leadership.

Vendor & Partner Management

• Manage and maintain strong relationships with all event-related vendors, including catering, bartending services, beverage distributors, transportation providers, and specialty vendors.
• Coordinate catering logistics, including attendance counts, dietary restrictions, delivery timing, and ongoing partner communication.
• Oversee vendor contracts, schedules, and on-site execution to ensure service expectations are met.
• Supervise and support the Administrative Assistant role, ensuring operational and administrative tasks are completed accurately and on schedule.

Financial Management & Reporting

• Assist with all event-related financial processes, including cash box preparation, check requests, balance tracking, tip reporting, and artist payments.
• Maintain accurate financial logs and documentation for all events.
• Complete reporting for COO’s finances and receipts.

Strategic & Executive Support

• Assist the CEO and COO with special initiatives, operational projects, and strategic event-related planning.
• Support cross-departmental collaboration to improve event systems, workflows, and overall operational excellence.
  

Required Experience/Skills

• Ability to work independently with a high level of responsibility, ownership, and attention to detail.
• Strong collaborative mindset with the ability to work effectively alongside creative teams, leadership, and external partners.
• Excellent written and verbal communication skills, with the ability to adapt communication style based on audience, context, and urgency.
• Demonstrated reliability in professional communication, including email, phone, messaging, scheduling, and punctuality.

• Highly detail-oriented with proven ability to maintain strong organizational systems across multiple events and priorities.
• Strong problem-solving and decision-making skills, particularly in fast-paced or high-pressure environments.
• Ability to remain adaptable and effective during high-stress situations, balancing multiple competing demands.
• Experience delegating, tracking, and managing tasks assigned to Administrative Assistants or support staff.
  

• Proficiency in Google Workspace and Microsoft Office Suite.
• Experience with event planning and event management software platforms.
• Preferred: Working knowledge of Point of Sale systems and hardware (e.g., Clover, Procure), ticketing platforms (e.g., Ticket Tailor), and project management tools (e.g., Monday.com).
  

• Demonstrated understanding of the Ravenscroft brand and the ability to represent and uphold the values and mission of MSW Ministries in all professional interactions.

Education

• Education Level - Bachelor of Arts degree and relevant work experience
• Music and/or Arts Venue experience preferred

Pay & Benefits Summary

• Full Time Salaried position
• Medical, Dental and Vision Coverage
• 401(k) with Employer Contributions
• Paid Time Off

Disclaimer:

• Upon completion of the interview process, qualified and selected candidates may receive an offer of employment.
• All applicants will be required to pass a background check as part of the hiring process. Job offer is contingent upon successful results.