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Assistant Race Director IRONMAN World Championship with IRONMAN in Kailua-Kona · HI

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Sports Jobs in Kailua-Kona · HI
Event Management: Competition Management
As a member of the World Championship Team, ensure that the highest level of service is provided at the World Championship Events, IRONMAN 70.3 Hawai`i, and support as needed with the AWMM Partnership. Assist in all race operations as necessary ensuring the smooth functioning of the event working with the World Championship Region, including staff, partners and volunteers.  The Assistant Race Director must understand and support all aspects of the IRONMAN World Championship. This position will work in conjunction with the Executive Race Director of the IRONMAN 70.3 World Championship as well as Head of Operations supporting all events in the World Championship Region.

Principal Duties and Responsibilities
Essential Functions:
Support all World Championship Region Events, World Marathon Majors as well as Office
operations as needed and perform all related responsibilities when necessary this includes but is
not limited to the following:
  • Continuous facilitation of athlete/volunteer/sponsor/vendor requests which includes phone calls as well as responding or re-directing e-mail from athlete service e-mail inboxes
  • Assume day to day operational responsibilities of Event Race Operations, answering phones, greeting public, overall administrative support as needed
  • Assist Volunteer Directors with operational needs and coordination as needed to assist in the smooth operation of each division of the race
  • Work with IRONMAN vendors as needed to ensure operational efficiency and IRONMAN standards for service are represented and fulfilled
  • Resolve or appropriately direct volunteer or athlete complaints and be an ambassador of IRONMAN at all times.
  • Maintain the highest standard of organization for the IRONMAN Kona Race Office
  • Provide input regarding IRONMAN products and services as well as promote operations when appropriate when working with an athlete, volunteer or community member 
  • Perform other duties for the IRONMAN Operation as assigned.
  • Support the budget process at the end of each season.

Principle tasks for Assistant Race Director - IRONMAN World Championship:
  • Support IRONMAN World Championship race operations with scheduling and organizing all aspects of the IRONMAN World Championship. 
  • Support overseeing the work of volunteers and those involved in race coordination ensuring the smooth functioning of the event working with the World Championship Region Staff, Partners, Vendors and Volunteers.
  • Work with Senior Vice President (SVP WCE), on the management, growth and overall strategy and operation of the IRONMAN World Championship.
  • Work with SVP WCE, Director of Global Finance and all respective stakeholders on the financial responsibilities to the event budget as well as long term strategy related to financials.
  • Collaboration with all WTC departments not limited to sales, marketing, merchandise, production as the conduit for them to be successful at the IRONMAN World Championship
  • Strategize and work with SVP WCE and Global leadership on strategy related to the IRONMAN World Championship.
  • Complete and submit any and all permits including but not limited to courses, venues, facilities, banquets, hotel, roads, state/city/local permits
  • Complete and submit USAT Sanctioning agreement at least 60 days out from race day
  • Work with SVP WCE, IRONMAN Head of Operations, Supplies Manager on preparation and execution of all service/supplier agreements to include but not limited to: toilets, ice, hourly labor, barricades, tents, forklifts, gators/utility carts, tents, sound, catering, volunteer food, athlete food, special rental equipment (swim stairs for example), etc.
  • Submit course and venue layouts to Head of Operations for approval
  • Coordinate and attend all local event planning meetings with City Services/Officials/Venue and Facility Owners and management
  • Development of Bike and Run Intersection Plan
  • Responsible for Venue Management
  • Responsible for Transportation and Equipment rentals and management
  • Work with Head of Operations with the development of a traffic control and cone plan for the bike and run course 
  • Volunteer Management – work with Volunteer Director on a regular basis to ensure volunteers recruitment is being completed and is on schedule, as well as assist with recruitment as needed
  • Work with Community Relations Manager on Volunteer Grant Management
  • Support in the absence of SVP WCE and coordinate and lead volunteer director’s meetings prior to the race, in order to educate captains on race/venue/course changes and in order to distribute and go through captain’s manuals
  • Manual Production – writing, editing and implementation of Director’s manuals and critical plans (ice plan, swim safety plan, medical plan, EMS plan, Intersection plans) in accordance with WTC policies and procedures
  • Responsible for producing a crew manual for race week
  • Support Office Manager and SVP WCE with implementation of event budget, reporting of budgets, and requests for approvals for those items that need approval by operations manager
  • Set race week event schedule and timelines with assistance from Head of Operations
  • Work with Head of Operations to set crew schedule, to include set up and tear down schedule, as well as hourly labor needed throughout race week
  • Work with Course Directors and Head of Operations to ensure proper course markings and measurement race week
  • During race week, continue to work with SVP WCE, Head of Operations to ensure all positions are covered
  • Support in absence of SVP WCE and conduct race week final director’s meetings to go over any last-minute details and to introduce the captains to the Ironman staff
  • Work with SVP WCE, Head of Operations and Public Safety Director and Deputy Managing Director to finalize Critical Plan (Ice Plan, Swim safety Plan, emergency action plan, intersection plans)
  • Works with SVP WCE, Head of Operation and Public Safety in the event of a course change, weather related incident or other major incident to make best possible decision based on circumstances and athlete safety.
  • Submit WTC Scorecard within 14 days after the event
  • Work with Office Manager and submit any check requests for vendor requesting money upfront
  • Work with Office Manager on coding and submitting approved invoices to accounts payable
  • Manage HTA Final Report (required per HTA agreement)
  • Perform other reasonable duties as assigned by WTC or the SVP WCE or Head of Operations 

Principle tasks for Athlete Services:
Manage and oversee World Championship Region Athlete Services, this includes but not
limited to the following:
  •  Manage the following Athlete Services staff to ensure World Championship Region and standards are met:
    • Senior Athlete Services Coordinator
    • Athlete Services Coordinator
  • World Championship Region Athlete Services responsibilities:
    • IRONMAN 70.3 Hawai`i
      • Guest Services
      • Registration & Athlete Check-in
    • IRONMAN 70.3 World Championship
      • Liaison with regional Athlete Services Representatives to ensure World Championship standards are met
      • Drawings: PC
    • IRONMAN World Championship
      • Guest Services
      • Registration & Athlete Check-in
      • Legacy Program
      • Military Division
      • Global Qualifying Coin Distribution
      • Registration & Athlete Check-in for the following Side Events:
        • Ho`ala Training Swim
        • Keiki Dip n Dash
      • Drawings:
        • Hawai`i State
        • PC
    • World Marathon Majors
      • Slot Allocation and invitation management
      • Age Group World Rankings result submission 

Job Requirements
Education and work experience:
  • Bachelor's degree (B.A. or B.S.) preferred.
  • 2-4 years in event management preferred.
Skills and knowledge:
  • Excellent human relations skills, with a talent for motivating volunteers.
  • Good organizational skills with the ability to work independently as well as with a team.
  • Computer literate, possessing skills in Microsoft Office, Outlook including word processing and
  • spreadsheet applications.
  • Ability to function under pressure, set priorities and adjust to changing conditions.
  • High work ethics, with sense of responsibility for the role filled within the team.
  • The desire to share a proficient knowledge of IRONMAN and the great variety of services that
  • define the IRONMAN World Championship.
May require minimal travel.
 
The above declarations are not intended to be an “all inclusive” list of duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job, and are a reasonable representation of its activities.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

2020-21

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