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Position: Special Events Coordinator
Department: Venue Operations
Reporting Relationship: Reports to the Manager, Venue Sales & Programming
Status: Full-Time (Non-Exempt)
Position Summary
The Special Events Coordinator will be responsible for executing external and internal private events at Tepper Sports & Entertainment properties. This position will report to the Manager, Venue Sales & Programming.
Primary Responsibilities
- Assist with the coordination of non-game day private and internal events to include:
- Serve as Manager on Duty for assigned events
- Schedule and execute client site visits
- Create and update floor plans for private events
- Create and update cost estimates for private events, promptly communicating any changes to the client
- Plan event logistics for assigned events to include staffing, room setup, cleaning and other needs identified by each unique event
- Create Event Orders in TSE’s calendar software (Momentus Elite), and promptly communicate all needs and changes to internal staff
- Ensure venue readiness including cleanliness, furniture, equipment, gate set up and crowd control measures are in place
- Work with Guest Experience Manager to ensure adequate staffing
- Collaborate closely with Venue Programming team on any changes or additions to requested event spaces, timing, and needs
- Communicate and enforce stadium facility rules, regulations, policies, and procedures for event space usage
- Create weekly reports and disperse Event Orders to internal departments
- Conduct or attend weekly Event Operations meetings, BEO meetings, vendor meetings, and other meetings as assigned
- Work with other stadium departments to identify specific needs related to internal events
- Support the Manager, Venues Sales & Programming with calendar management as needed
- Special projects as assigned by the Manager, Venues Sales & Programming
- Actively participate in major stadium events as needed, including setup, execution, and breakdown
- Additional related duties as assigned
Minimum Qualifications
- Bachelor’s degree required
- 3-5 years of full-time event operation and/or customer service experience
- Must have a valid US Driver’s license
- Must pass pre-employment screenings
- Must be able to work flexible, non-traditional hours including nights, weekends, and holidays as needed
Preferred Qualifications
- Proficient in Microsoft Office, Momentus Elite, and Social Tables
- Experience in an events position in an arena or stadium with knowledge of executing private events
- Bachelor’s degree in Event Management, Hospitality Management, Marketing, Sport Management, Sales, or related field
Skills for Success
- Must possess strong customer service skills
- Strong work ethic and attention to detail
- Strong verbal and written communication skills
- Works well within a collaborative, team-driven, and goal-based environment
- Works well under pressure while maintaining a positive attitude
- Must maintain complete confidentiality of privileged, and/or sensitive information
- Must be flexible to work evenings and/or weekends and Stadium events, including events held on weekends, nights, and holidays when necessary
- Ability to prioritize workload to manage time and tasks while ensuring prompt responses and on-time delivery
- Must be a team player, reliable, and dependable
Physical Requirements
- Ability to meet physical demands of the job which include lifting (up to 30 lbs), standing, stooping, and walking for an extended period of time
- Standing for extended periods of time
- Sitting and working at desk on a computer
- Walking through the stadium which may include stairs
- Ability to work in outdoor stadium environments which may include inclement weather
Work Environment
This position operates in a professional office environment and outside in a stadium facility. This role routinely uses standard office equipment such as computers, phones, photocopiers, etc. This position works a minimum of 40 hours per week.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
