Hybrid Event Planner & Operations Specialist

varsitybrands; Louisville (KY); Hybrid; USD 50,000 - 75,000; Full time

Job summary

Varsity Spirit, a Varsity Brands company, seeks an Event Planner to manage travel, lodging, and staff logistics for camps, competitions and events in Louisville, KY. The role requires hybrid work with in-office and remote elements, plus travel on weekends during event season.

You will partner with staff leadership, coordinate vendors, oversee timekeeping and payroll processes, and help keep events compliant, on schedule, and within budget.

Qualifications

• Knowledge of Salesforce, UKG, Workday, Varsity LMS and Concur with reporting/data input.
• Strong Excel, SharePoint, and Adobe skills.
• Excellent verbal and written communication.
• Ability to work independently and as a team.
• Ability to multi-task and meet deadlines.
• Strong organizational skills and attention to detail.
• Strong time management and timelines.

Responsibilities

• Coordinate all travel and lodging arrangements for event personnel for camps, competitions, and related events.
• Work with hotels, travel agency, and other external vendors as needed.
• Serve as the primary timekeeping and payroll contact, ensuring accurate and timely processing of compensation.
• Monitor staffing hours, overtime, and meal/rest break compliance; address wage and hour risks.
• Audit timecards and payroll records; resolve discrepancies before deadlines.
• Support timecard approvals, labor budget adherence, and policy compliance with leadership.
• Confirm staff for competitions with Staffing Directors; plan housing and travel.
• Communicate travel and event information to staff and judges before events.
• Assist with coordinating with Event Coordinator and office staff on best practices.
• Schedule box office staff or manage admissions reporting.
• Prepare post-event details and financial information with Event Coordinator/Finance.
• Assist with budgeting and forecasting pre-event financials.
• Drive travel target achievement by adjusting schedules to meet goals.
• Maintain relationships with groups/staff to increase retention.
• Organize ground transportation based on arrivals and departures.
• Assist in evaluating staff intent and set pay rates by tenure.
• Serve in a mid-level management and/or support role at events.

Skills

Communication

Independence

Multi-tasking

Time management

Organization

Verbal and written communication

Education

Bachelor's degree in business or related field

Tools

Salesforce

UKG

Workday

Varsity University LMS

Concur

Excel

SharePoint

Adobe

Job description

Varsity Spirit, a Varsity Brands company, seeks an Event Planner to manage travel, lodging, and staff logistics for camps, competitions and events in Louisville, KY. The role requires hybrid work with in-office and remote elements, plus travel on weekends during event season.

You will partner with staff leadership, coordinate vendors, oversee timekeeping and payroll processes, and help keep events compliant, on schedule, and within budget.