Event Planner

Varsity Brands; Gilbert (AZ); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Join a leading company in spirit and events as an Event Planner, responsible for managing logistical details for various events and enhancing operational efficiency. This full-time role in Gilbert, AZ, offers a hybrid work schedule along with comprehensive benefits. Utilize your strong communication and organizational skills to contribute to the success of our events.

Benefits

Comprehensive Health Care Benefits

401(k) plan with company matching

Generous My Time Off & Paid Holidays

Employee Resource Groups

Employee Perks including discounts on personal apparel and equipment

Qualifications

• 3+ years of experience in event planning preferred.
• Strong proficiency in Microsoft Office programs.
• Ability to work both independently and as part of a team.

Responsibilities

• Assist with recruiting and confirming staff for competitions.
• Communicate closely with event personnel regarding assignments and housing.
• Manage event logistics including booking travel and accommodations.

Skills

SalesForce

UKG

Microsoft Excel

Adobe

Communication

Organizational Skills

Time Management

Education

Bachelor’s degree in business or related field

Equivalent work experience

Job description

VARSITY SPIRIT, A VARSITY BRANDS COMPANY - THE DRIVING FORCE IN SPIRIT ACROSS CHEER, DANCE, BAND AND YEARBOOK

For over 50 years, Varsity Spirit has been the leading global source for all things spirit, including cheerleading, dance team, performing arts and yearbook. Focused on safety, entertainment and traditional school leadership, Varsity Spirit’s 5,000+ employees are dedicated to celebrating school spirit. A leader in apparel innovation, educational camps, clinics, competitions, and yearbook, Varsity Spirit impacts more than a million athletes each year.

OUR COMMITMENT TO SAFETY

At Varsity Spirit, the safety and wellbeing of the young people we serve is of the utmost importance. Since our inception 50 years ago, we have been – and remain – steadfastly committed to doing our part to create a safe and positive environment for our participants’ physical, emotional, and social development, and promoting an environment free from abuse and misconduct. Varsity has a zero tolerance for abuse in its programs, events, and associated business activities. Varsity is committed to reporting all suspicions, allegations, and incidents of abuse in full accordance with local laws and reporting requirements. Learn more at Our Commitment to Safety - Varsity.com.

WORK TYPE:Hybrid Work Schedule

Monday-Thursday 8-5 In Office

Friday 8-5 Work from Home

LOCATION DETAILS: 260 S. McQueen Road, Gilbert, AZ

WORK HOURS: Full time, Exempt

TRAVEL REQUIREMENT: Event travel and attendance at staff meetings & trainings is required. Event travel will include overnight stays for events. Anticipate being available 2-3 weekend per month during event season should coverage be required.

HOW YOU WILL MAKE AN IMPACT

The Event Planner is an important member of our Varsity Spirit Regional Operations team, ultimately responsible for ensuring that their given events achieve goals in various areas of operational efficiencies. This person should be detailed, analytical, organized, and process driven.

WHAT YOU WILL DO

• Assist with recruiting and confirming staff for competitions
• Assist with tracking and overseeing the onboarding and compliance for staff
• Assist with booking travel for event personnel (staff, judges, etc.)
• Assist with booking housing needs for event personnel (staff, judges, etc.)
• Work closely with external suppliers and vendors as needed (hotels, travel agency, etc.)
• Assist with scheduling staff through internal systems based on days, time, and job for time clocking (UKG)
• Assist with submitting payroll for staff, judges, and volunteer groups through all different processes
• Communicate closely with event personnel prior to planning staff assignments, housing, and travel
• Communicate travel and all necessary event information to staff and judges prior to the event
• Assist with collaborating with the Event Coordinator and other office staff to ensure best practices are followed.
• Assist and/or schedule box office staff and/or manage internal ticket systems and admissions reporting as needed.
• Assist with preparing pertinent post event details and financial information with Event Coordinator and/or Finance Manager
• Assist with budgeting and forecasting pre-event financials with Event Coordinator
• Maintain relationships with groups and staff from events to increase retention
• Assist with organizing ground transportation for event personnel by coordinating travel manifest based on arrivals and departures.
• Assist with evaluating staff intent to work each season and establish staff pay rates based on years of service
• Serves in a mid-level management and/or support role at events.
• Provide support to camp operations team for payroll
• Provide support to camp operations team for hotels

QUALIFICATIONS

Knowledge/Skills/Abilities

• Knowledge of SalesForce, UKG, Workday, Varsity University LMS, and Concur including how to pull reports and input data.
• Strong fluency in Microsoft Excel, Sharepoint, and Adobe along with other Microsoft Office programs.
• Excellent verbal and written communication skills.
• Ability to work independently and as a team.
• Ability to multi-task and work efficiently.
• Strong organizational skills and attention to detail.
• Strong time management and attention to timelines.

Education/Experience

• Bachelor’s degree in business or related field or equivalent work experience.
• Experience of at least 3 years in events preferred.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While not participating in an event this job operates in a professional office environment. Largely a sedentary role with some filing requiring the ability to lift files, open filing cabinets and bending or standing on a stool as necessary. Ability to sit or stand for long periods through meetings and while operating office equipment, PC’s, laptop, telephone will be required.

During events the ability to stand and walk for long periods of time (5 hours plus) is required. The ability to communicate with customers and colleagues using the following but not limited to radio, walkie talkie, text message and email is required. The ability to lift, bend, push, pull and manipulate equipment that is a minimum of 30 lbs. is required.

#LI-AR1

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job.

JOIN THE BEST TEAM IN SPORT & SPIRIT

At Varsity Brands, we believe every student deserves the opportunity to succeed and every educator wants to make a difference. It takes a team to make a real impact, and through our two divisions – BSN SPORTS and Varsity Spirit – and our network of 6,000+ employees and independent representatives, we are proud to partner with a wide range of educational institutions and club and professional sports to transform the student journey in SPORT and SPIRIT.

OUR VALUES

Service - We lead with heart. We champion community.

Passion - We love what we do. It fuels our purpose.

Integrity - We do what we promise. We own our actions and decisions.

Respect - We earn it by giving it. Because everyone deserves it.

Innovation - We never stop striving to be better. For ourselves and our community.

Transparency - We are committed to openness and honesty in everything we do.

OUR BENEFITS

We are committed to putting you and your families first. For benefits eligible roles, we offer a variety of choices and costs as well as program enhancements that align with our responsibility to elevate the employee experience. Some of our offerings include:

• Comprehensive Health Care Benefits
• HSA Employer Contribution/ FSA Opportunities
• Wellbeing Program
• 401(k) plan with company matching
• Company paid Life, AD&D, and Short-Term Disability
• Generous My Time Off & Paid Holidays
• Varsity Brands Ownership Program
• Employee Resource Groups
• St. Jude Partnership & Volunteer Opportunities
• Employee Perks including discounts on personal apparel and equipment!

Varsity Brands companies are equal opportunity employers. Qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, citizenship, gender, sexual orientation, gender identity, veteran’s status, age or disability.