CEO Executive Assistant / Youth Sports Events Coordinator

Company: Mr Sugar Rush Frozen Desserts

Location: Dallas, TX

Job Type: Part\-Time or Full\-Time

Position Overview

Mr Sugar Rush is a growing Dallas\-based frozen dessert brand operating ice cream trucks, retail freezer programs, and special event vending across the Dallas–Fort Worth area.

We are seeking a highly organized and proactive Executive Assistant / Events Coordinator to support the CEO while helping expand our presence at youth sports complexes, ball fields, tournaments, and community events.

This role combines administrative support, event research, and business development. The ideal candidate is resourceful, organized, and comfortable communicating with event organizers, sports leagues, and venue coordinators.

Key ResponsibilitiesYouth Sports \& Event Coordination

· Research youth sports leagues, tournaments, and athletic complexes across the Dallas–Fort Worth area

· Contact event organizers, league directors, and facility managers to secure ice cream truck vending opportunities

· Coordinate scheduling for ice cream trucks at baseball fields, soccer complexes, tournaments, and community events

· Maintain a calendar of upcoming events and vending opportunities

· Assist with event planning logistics and confirmations

Executive Assistant Support

· Assist the CEO with daily administrative tasks and project coordination

· Conduct online research for vendors, partnerships, and business opportunities

· Handle phone calls and email follow\-ups with clients, partners, and event organizers

· Manage spreadsheets and reports using Excel or Google Sheets

· Assist with lead tracking and internal systems using Google Forms

Operations \& Miscellaneous Support

· Run occasional business errands when needed

· Help organize internal checklists and operational task lists

· Assist with scheduling trucks and staff for events

· Provide general administrative support to help keep company operations organized

Qualifications

· Strong organizational and communication skills

· Comfortable making phone calls and sending professional emails

· Ability to conduct online research and gather useful information quickly

· Basic knowledge of Excel, Google Sheets, and Google Forms

· Self\-motivated and able to manage multiple tasks

· Reliable and detail\-oriented

· Experience with event coordination, sports leagues, hospitality, or administrative work is a plus

Schedule

Flexible schedule depending on event opportunities and company needs.

Some weekend availability may be required for major tournaments or events.

Pay

$20 – $40 per hour depending on experience and performance.

Opportunity for increased responsibility and growth as the company expands.

About Mr Sugar Rush

Mr Sugar Rush is a Dallas\-based frozen dessert brand known for creative ice cream flavors, ice cream trucks, and specialty frozen desserts sold throughout the Dallas–Fort Worth area.

Our trucks serve parks, events, neighborhoods, and sports venues while our retail freezer program continues to expand across the region.

How to Apply

Please apply through Indeed and include:

\- Your availability

\- Any administrative or event coordination experience

\- Your phone number for contact

Applicants who include the word 'IM YOUR NEW ASSISTANT' in their message will receive priority review.

Overview

We are seeking a dynamic and highly organized CEO Executive Assistant / Youth Sports Events Coordinator to join our team. This dual\-role position offers an exciting opportunity to provide top\-tier executive support while actively coordinating engaging youth sports events. The ideal candidate will be a proactive self\-starter with exceptional organizational skills, a passion for sports and youth development, and the ability to manage multiple responsibilities with enthusiasm and precision. This paid position is perfect for someone eager to make a meaningful impact both at the executive level and within the community through youth sports initiatives.

Duties

• Provide comprehensive administrative support to the CEO, including calendar management, travel arrangements, and correspondence handling using tools like Microsoft Outlook Calendar and Google Workspace.
• Manage complex scheduling, prioritize appointments, and coordinate meetings efficiently to maximize productivity.
• Handle phone etiquette professionally, answer multi\-line phone systems, and direct inquiries appropriately.
• Assist with bookkeeping tasks using QuickBooks, including invoicing, expense tracking, and basic financial record keeping.
• Support office management duties such as filing, data entry, document proofreading, transcription, and maintaining organized office systems.
• Coordinate youth sports events from planning stages through execution—this includes venue booking, volunteer coordination, registration management via DocuSign or similar platforms, and ensuring all logistics run smoothly.
• Perform clerical tasks such as filing, data entry, customer service interactions, front desk duties, and managing office supplies to ensure a well\-functioning workspace.
• Maintain accurate records of event details, participant information, and financial transactions related to youth sports activities.
• Provide personal assistant support as needed for the CEO’s daily needs and special projects related to community outreach or youth programs.

Skills

• Proven experience in executive administrative support with excellent organizational skills and attention to detail.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry tools.
• Familiarity with QuickBooks for bookkeeping tasks; experience with basic accounting is a plus.
• Exceptional event planning abilities—able to coordinate multiple aspects of youth sports events seamlessly.
• Office management expertise including filing systems, clerical experience, front desk operations, and multi\-line phone systems.
• Excellent communication skills with professional phone etiquette and customer service orientation.
• Ability to multitask effectively while maintaining accuracy in proofreading and transcription tasks.
• Strong computer literacy with knowledge of Microsoft Outlook Calendar and DocuSign for electronic document signing.
• Experience in project coordination within community or youth programs is desirable but not required. Join us in this exciting role where you’ll empower our leadership team while fostering vibrant youth sports communities!

Pay: $20\.00 \- $40\.00 per hour

Work Location: In person