Event Planner Assistant Jobs in Reno, NV (NOW HIRING)

The Indoor Track and Field Specialist for the Reno – Sparks Convention & Visitors Authority will serve as the consultant and liaison to the University of Nevada’s athletics department, the Pacific Association / USA Track & Field, other outside organizations and collegiate conferences, and special events requesting use of the facility during the prescribed national competitive indoor track & field season.

JOB DUTIES AND RESPONSIBILITIES

• Facilitate and maintain the seasonal & daily use schedule (open times, practices, meets, special use permits for events) for the Reno Sparks Convention Center’s Hall 4 and Hall 5, reserving time periods accordingly within the designated Indoor Track & Field season (“Season”).
• Assist the RSCVA’s Director of Sports Development or their designee(s), in finalizing Request for Proposals from groups seeking to reserve / secure use of the venue during the Season. 
• Assist the Director of Sports Development or their designee(s) in providing information on the rental costs (lighting, heating, etc.), equipment usage (materials and event-specific necessities), staffing requirements (ticketing, electrical, maintenance, custodial, office), sub-contracting (internal lead meet personnel, event officials, athletic certified trainers, emergency management personnel).
• Serve as a consultant to clients and potential clients interested in booking and scheduling indoor track and field events.
• Generate leads for future business in the off-season.
• Serve as the in-person representative to coordinate pre-and post-event planning meetings.
• Work as the intermediary between the RSCVA’s controlling groups (finance department, etc.) within the facility use contract.
• Assist building management in securing all necessary documentation required for rental of facility (i.e. Certificates of Insurance, etc.)
• Assist the RSCVA’s Director of Sports Development or their designee(s) in procurement process(es).
• Provide general and event-specific “meet information packets” for outside producers to structure day and time commitments with regards to set-up, take-down, in-meet order of events, and other internal matters. This duty would relate with and report to other RSCVA department leaders.
• Work with RSCVA Safety Manager to prepare an Emergency Action Plan for the producer based on the participation volume for the meet.
• Assist the RSCVA’s Director of Sports Development or their designee(s) as requested with vetting local, youth, open, collegiate, national (USATF) and other document bids.
• Work as liaison with University of Nevada Reno as it relates to all Nevada agreed upon (6) Collegiate Meets.
• Oversee and work with Mondo, Truckee Meadows Construction and UCS Equipment during the initial installation/load in and load out process of the track.
• Create and document Standard Operating Procedures for load in and load out process of the track.
• Create and maintain inventory protocols – for track and equipment before and after practices and meets.
• Manage (same) functions as it relates to Event/Meet procedures and inventory control.
• Perform periodic inspections of the track during periods of storage.
• Ensure proper storage methods are being performed per the agreement with the University of Nevada Reno.
• Audits and determines condition and maintenance needs of the track are being met.
• Complies with federal, state, local laws that govern business practices. Complies with all of the State of Nevada standards that apply to the position including conducting business in an ethical and trustworthy manner at all times.
• Completes informational reports as required. 
• Consistently demonstrates positive, interpersonal relations with all constituencies; cooperate harmoniously with others in the accomplishment of the RSCVA’s strategic goals and objectives.
• Maintains confidentiality at all times.
• Is knowledgeable in the RSCVA Safety Program and takes necessary steps to maintain a safe work environment.  Adheres to safe work practices to prevent injuries.
   
• Establishes and maintains effective working relationships with others.
• Adheres to attendance and punctuality requirements per RSCVA policy.  Provides proper notification for absences and tardies. Takes corrective action to prevent recurring absences or tardies.
• Uses time effectively and constructively. Does not abuse supplies, equipment, and service.
• Observes all RSCVA and departmental policies governing conduct while at work (e.g., telephone and computer use, electronic messaging, smoking regulations, parking, breaks and other related policies).
• Performs other duties as assigned or requested.

BENEFITS:  The Reno-Sparks Convention & Visitors Authority offers a comprehensive benefits package to all full-time employees:

• 100% employer paid Medical, Dental, Vision, Group Life, Long-term and Short-term Disability Insurance for employees.
• 50% employer paid Medical, Dental, Vision and Group Life Insurance for dependents.
• Enrollment in the Public Employees Retirement System of Nevada – 100% employer paid contributions.
• Paid vacation and sick time.
• 12 paid holidays and 1 floating holiday.
• 457(b) Deferred Compensation plan.
• Additional voluntary supplemental insurance programs

JOB QUALIFICATIONS

• Bachelor’s Degree from a four-year college or university, or 3-4 years’ experience managing/maintaining an indoor track and field center.  Equivalent combination of education and experience is also acceptable.
• Must have knowledge of maintenance practices and care of indoor rubberized tracks.
• Extensive knowledge of processes as they apply to the coordination of track and field events.
• Extensive knowledge of regulatory ordinances as they apply to publicly occupied facilities.
• Knowledge of contracting preferred.
• Effective negotiation skills.
• Ability to organize, direct and coordinate the activities of vendors.
• Ability to read, comprehend, and interpret documents, manuals, reports, floor plans, and blueprints.
• Proficient in basic computer skills and software programs including but not limited to Microsoft Word, Excel, PowerPoint, and Outlook.
• Knowledge of occupational hazards, safety requirements for public assembly, and fire and safety rules and regulations.
• Must be familiar with various organizational and administrative functions and review practices.
• Must be detail oriented, have good problem-solving skills, and have exceptional organizational skills as well as ability to prioritize multiple tasks and coordinating work with other sections of the facilities.
• Ability to provide excellent and efficient customer service and public relations.
• Must possess strong written and oral communication/presentation skills with the ability to effectively communicate with staff, superiors, visitors, vendors, and the public.
• Must have a professional attitude and appearance.
• Must possess a valid Nevada driver’s license.

PHYSICAL DEMANDS

• Frequently required to sit, stand, walk, squat, bend (at neck and waist), twist, reach above & below shoulder level as needed.
• Occasionally required to climb or balance, kneel, crouch, or crawl, talk and hear.
• Frequently required to use hands to finger, handle, or feel objects, tools, or controls.   
• Simple grasping as well as repetitive use of hands and fine hand manipulation are needed to accomplish essential functions.
• Frequently lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include close, distance, color, peripheral vision, and the ability to adjust focus.

WORKING CONDITIONS /ESSENTIAL FUNCTIONS

• May be required to work near moving mechanical parts and in indoor/outdoor conditions.
• May be required to maintain certification to operate PIT and MEWP.
• Occasionally exposed to electrical components.
• May be exposed to various temperatures inside and outside the building, airborne particles, fumes, and chemicals.
• The noise level in the work environment is quiet when in the office and may be moderately loud when outside the office.