Event Coordinator

JOB DESCRIPTION

EVENT COORDINATOR

CLASSIFICATION Seasonal Full-time (August 2024 - April 2025)

FLSA Exempt

REPORTS TO Event Director

LOCATION Park City, UT

TRAVEL 50%

SALARY $30k-$35k

SUMMARY / OBJECTIVE

The Event Coordinator will work with the Senior Director of Events and the Event Director to plan, develop and manage all aspects of the Freestyle NorAm Tour. In addition, the Event Coordinator will work with the Event Director of Freestyle and Alpine in special projects as needed by the Director.

ABOUT US

U.S. Ski & Snowboard is committed to lead, encourage, and support athletes in achieving excellence and making the United States of America the Best in the World in Olympic skiing and snowboarding. We are committed to fostering, cultivating and maintaining a culture of diversity, equity, and inclusion by creating an environment in which diversity is valued, equity is striven for, and inclusion is embraced.

ROLES & RESPONSIBILITIES

Lead Event Coordinator for all Freestyle NorAm events and Nationals (approximately 4-5 events) and support and registration management for Freestyle World Cups (approximately 2 events).

• Manage budget and resort relationship.
• Manage FIS Official and Event Official lodging, payments, meals and transportation.
• Manage event materials, shipments and logistics where needed.
• Order all gifts and awards
• Manage bib, panel (and other sponsor elements as needed) design, approval and production.
• Oversee Staff & Volunteers as needed per event
• Build out Freestyle NorAm Tour Website pages
• For identified events, manage event registration, team invitation and all participant event logistics. This includes, but not limited to, invitations, international and domestic communications (with clubs, coaches, domestic and international teams) visa invitations, quotas, meals, lodging, team hospitality space.
• Manage payment systems and refunds.
• Collaborate with US Ski & Snowboard membership in processing appropriate memberships and other license materials.
• Manage relationships with the athletics department and sales to best fulfill organizational goals.
• Be an active member in U.S. Ski & Snowboard Congress meetings.
• Manage all on-site lodging, manage communications with host property
• Provide guidance to event administrator prior to and during each event to ensure proper start lists, results
• Assist with development and distribution of event website content – Results, schedule adjustments, announcements, etc.
• Work with Event Director to develop and implement an annual NorAm Tour plan that includes the operation of agreed upon NorAm Tour events.
• Work with Senior Director of Events and Freestyle Event Director to negotiate bids and finalize written NorAm Tour agreements with event venues, organizers, and vendors. In addition, work with venues, organizers and vendors to insure successful and positive event partnerships
• Define and oversee all competition and non-competition services for each stop of the NorAm Tour
• Oversee the development of organizing committee for each resort
• Oversee the development of schedule for each event including timeline of venue build-out

Budget Coordination

• Budgets – monthly tracking of the event specific billback budget as well as organization of project budget forecasts for review by the Director of Events.

Project Coordination and Databases

• Project Tracking – maintain event project control systems including contract tracking, deadlines and critical timelines and contractual deadline tracking.
• Credential and Lodging Lists – maintain databases or lists for all major event projects.

General Administrative Duties

• Provide administrative support to the Director of World Cup Events.
• Collaborate with the communications department on U.S. Ski & Snowboard website with event information (schedules, results, organizers, etc.)
• Coordinate special projects as assigned by the Director of Events.
• Internally employees will work directly with all Event Department Staff as well as staffs of all other Athletic, Executive and Administrative Departments.
• Externally employees will work with Event Organizers, FIS, sport and Industry Partners.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

COMPETENCIES & EXPERIENCE

• Prefer four (4) or more years in Events and Event Management
• Prefer four (4) or more years of experience coordinating administrative projects.
• Proven administrative skills as demonstrated through experience and references.
• Ability to accomplish multiple tasks simultaneously.
• Exceptional organizational skills.
• High level of computer competency including working with the internet, calendars, spreadsheets, databases, word processing and presentation software.
• Effective verbal and written communication skills.
• Ability to set and achieve goals.
• Discretion and independent judgment.
• Familiarity with sports organizations and/or skiing/snowboarding is preferred but not required.
• Preference to ability to ski and be on feet for long hours
• Valid driver license required

PHYSICAL REQUIREMENTS FOR THE ROLE

Employee will be required to manage registration on-site for U.S. Ski & Snowboard events and work outdoors in variable and extreme weather conditions.

U.S. SKI AND SNOWBOARD EEO STATEMENT

U.S. Ski & Snowboard is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. U.S. Ski & Snowboard's management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs and general treatment during employment.