Sr. Event Coordinator

Vinik Sports Group; United States; On-site; USD 52,000 - 78,000; Full time

Job summary

Vinik Sports Group is seeking a Sr. Event Coordinator to support the Manager and Director of Event Services in planning and executing events at Vinik-operated venues. You will coordinate with all departments to ensure information is shared for world-class events and staff deliver outstanding service at every level.

You will assist with end-to-end event logistics, build strong vendor relationships, and help prepare event details sheets while coordinating with promoters and production contacts.

Qualifications

• Bachelor's degree in Event Management or Hospitality Management preferred.
• 2-3 years' venue events management experience, preferably in sports or entertainment.
• Ability to lead and coordinate across multiple departments.
• Proven vendor and client relationship-building skills.
• Strong communication and problem-solving under pressure.
• Proficiency with MS Word, Excel and Outlook; basic AutoCAD exposure.

Responsibilities

• Plan and execute concerts, sporting, and premium events at Vinik-operated venues.
• Coordinate end-to-end event logistics and real-time troubleshooting with clients.
• Liaise with all departments to manage day-to-day events and meetings.
• Prepare the event details sheet and distribute to staff.
• Build relationships with vendors for rentals, stagehands and staffing.
• Ensure venue readiness and staff deliver world-class service
• Assist with budgeting, load-in/load-out, and post-event reporting.
• Communicate with promoters and production contacts ahead of events.

Skills

Leadership

Communication

Project management

Vendor relationships

Client relations

Budgeting

MS Office

AutoCAD

Momentus Elite

Team collaboration

Education

Bachelor's degree in Event Management or Hospitality Management

Tools

AutoCAD

Momentus Elite

Job description

Job Summary

The Sr. Event Coordinator will assist the Manager and Director of Event Services with the overall planning and execution of events at Vinik Sports Group operated venues. The coordinator will work closely with all departments to coordinate and communicate all information imperative to executing a world-class event. The coordinator will be responsible for ensuring staff delivers world-class service at every level.

Essential Duties and Responsibilities

• Responsible for overall planning and execution of concert, sporting, and premium events at VinikSports Group operated properties; including site visits, follow-up with clients and all preparations associated.
• Responsible for executing end-to-end logistics for large scale events and troubleshooting in real time with principal clients.
• Responsible for working closely with all departments while coordinating day-to-day events, shows, Premium events and meetings
• Responsible for creating a complete andaccurate"event details sheet" based on advance material and distribute to VSG staff
• Responsible for building and maintaining strong collaborative relationships with outside vendors for show rentals, stagehands, runners, etc.
• Responsible for working with all departments to ensure venue is clean, clear and ready for events/shows, premium events and meetings
• Responsible for working closely and advance all events/show information with promoter/production contacts and communicate with all departments prior to and throughout events/shows
• Coordinate and communicate with clients and VSG leadership during critical or high-profile situations to ensure all needs are being met, with discretion.
• Assist with live tracking of event related expenses and communicating key logistical information for high-level events in real time.
• Responsible for preparing to scale maps for ticket office based on tour specifications and act as main contact forkillsand obstructions; communicate to all departments
• Coordinate all set-up needs for events/shows, hospitality and meetings, including but not limited to guest service, conversion, stagehands, merchandise, broadcast networks, audio/visual support, IT, pyrotechnics, licenses, permits, insurance, catering, parking, estimates, housekeeping, sales, marketing, equipment rental and runners
• Responsible for coordination of all functions from planning, advancing, load in, event operation, load out, post-event reports, managing invoices and expenses
• Assist Manager with resource tracking, record keeping, and department reports
• Represent the department on committees and other special project opportunities supported by the company
• Assist Manager in business planning, budget management and other special projects as requested
• All other duties as assigned

Game/Event Responsibilities

• Game/Event Night Responsibilities: Yes
• Approximate number of events worked per year: 120+

Qualifications

• Bachelor's Degree preferred in Event Management or Hospitality Management
• A minimum of 2-3 years' experience in venue events management and coordination, preferably in the sports, entertainment, convention or exposition industry
• Ability to demonstrate leadership skills
• Prior experience working large scale events
• Experience working in a capacity where you have no direct management responsibility for functions and work closely in a collaborative way to influence others
• Excellent ability to establish rapport with others and the ability to build strong interpersonal relationships
• Exceptional relationship-building skills demonstrated with the ability to develop and maintain positive long-term relationships with outside vendors
• Demonstrated experience with project management
• Ability to communicate clearly in a professional manner both verbally and written
• Exhibit good judgment, make sound decisions quickly, be proactive and anticipate needs of clients
• Ability to meet tight deadlines, multi-task proficiently, work well under pressure with attention to detail and be creative with solutions to client needs
• Ability to relate to a diverse customer and employee base
• Proficiency in Microsoft Word, Excel and Outlook
• Experience working in AutoCAD and Momentus Elite

Working Conditions

• Ability to work efficiently and effectively in office and arena environment that can be exciting, loud and distracting
• This is an onsite role split time between Benchmark International Arena and the Yuengling Center; flexibility to work a minority of time remotely.
• Ability to work extended hours including late nights, holidays, and weekends as needed
• Ability to work prolonged periods sitting at a desk and working on a computer.
• Ability to lift/carry/move up to 50lbs
• Ability to work in cold/hot indoor and outdoor temperatures
• Ability to commute to various venues throughout the Greater Tampa Bay Area
• Ability to travel within the US and Canada for up to one-week at a time, multiple times per year
• Ability to work in areas that can become crowded with equipment and/or people
• Ability to move comfortable throughout the arena with minimal accommodations
• Ability to work comfortable around special effects including, but not limited to: haze, strobe lights, lasers, etc.

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.