Event Coordinator

The Event Coordinator position requires a highly organized, hard-working event management, and/or hospitality specialist to assist in the execution of Company’s events and projects. This position will be heavily involved with coordinating the day-to-day duties surrounding pre-event, on-site and post-event planning and execution of Company managed events and projects. In addition to event- and/or project-specific duties, they will also assist the team with various additional tasks to include administrative support, etc. The responsibilities outlined below are intended to describe the general nature and level of work performed in this position and are not intended to be an exhaustive list. Duties and responsibilities may be modified or expanded based on the evolving needs of the Company. ROLES & RESPONSIBILITIES: Assist Owner & CEO, SVP’s, VP’s and Chief of Staff as necessaryUtilize event management, registration, guest communication, travel management and project management platforms as required and demonstrate the ability to quickly learn and adopt new technologiesCoordinate various logistics with third-party host venue(s) relative to the hosting of Company managed events, functions, etc.Serve as a professional point of contact for clients, guests, vendors and partners throughout the planning and execution processParticipate in client meetings, prepare meeting materials, document action items and ensure timely follow-through on assigned deliverablesPlan and execute numerous activations to include communications, pre-event planning, on-site execution and post-event reportingContact and liaise with local, regional and national vendors engaged by Company to ensure all products and services are executed in a timely and cost-effective fashion.Assist with creation, execution and implementation of detailed operations timelines, checklists, etc.Carry out assigned tasks with limited supervision, including the management and implementation of event operational and/or hospitality tasks and projectsSupport and manage on-site event operations including venue coordination, registration, guest services, transportation, hospitality, vendor management, staffing, setup and breakdownSupervise and manage free-lance operations staff as well as host venue support staffManage sourcing vendors / venue selection including price comparisons and analysisCoordinate with execution of Client and Company travel logistics to include air/ground transportation, accommodations, etc.Manage set-up and execution of Event auctions (silent, live and online)Assist with event budget management, including tracking expenses, reviewing vendor invoices and contracts, maintaining financial documentation and supporting post-event reconciliationMaintain accurate event documentation, including timelines, contact lists, rooming lists, transportation manifests, staffing schedules, vendor information, inventories and other operational materials.Coordinate with Sponsor Services to include communications, fulfillment of all deliverables and servicingSupport Celebrity Services to include communications, outreach and servicingManage the research, procurement and fulfillment of merchandiseCoordinate volunteer recruitment and training to include communications, etc.Support as necessary with certain aspects of Company business development effortsManage the event supply box and manage inventory at Events and post-Event·      Assist Company with inventory control to include Company HQ and at Events, etc. Implement best practices and standards in guest services at all events REQUIREMENTS: Strong passion for company goals and policiesPossess passion for and expertise in sports and/or entertainmentConsistent, professional demeanor and relentless work ethicDemonstrate proven success in working with other team members and/or partners as well as promote a “team-oriented” attitudeStrong interest in sports, entertainment, hospitality and experiential events; familiarity with golf and other sporting events is preferred.Developed experience, coordinating and managing event operations and hospitalityEffective at managing an operational budget for maximum efficiencyManage vendor partner relationships for a wide array of products and servicesHigh level of initiative and works well independently as well as in a team environmentStrong attention to detail and highly organizedWell-developed analytical and problem solving skillsExcellent written and verbal communication skills, with the ability to communicate clearly and professionally with colleagues, clients, vendors, partners and guests.You’re a self-starter and have a “no job is too small” attitudeAble to lift 35 poundsYou have proficiency with Microsoft Office Suite, Adobe Creative Cloud and comfortable learning other programs that may be requiredAbility to be flexible and able to travel and weekend/holiday work as neededTravel approximately 30-40 percent of the year