Duties and Responsibilities:
Core duties and responsibilities include the following. Other duties may be assigned by management.
Administrative, Operations and Logistics:
- Provide logistical support for sports events, including venue arrangements, transportation, and accommodation for athletes and teams.
- Collaborate with external vendors and partners to ensure seamless event execution.
- Work with venue managers and organizers to secure suitable facilities for sports events.
- Coordinate with facility staff to ensure all required amenities and resources are available.
- Assist in the development and implementation of merchandise strategies for events.
- Coordinate the sale and distribution of Special Olympics merchandise during sports events.
- Assist in general administrative tasks as needed to support the overall functioning of the sports management team.
- Participate in team meetings and contribute to planning and decision-making processes.
- Utilize the Games Management System to input, review, and update sports-specific event details.
- Ensure accurate and up-to-date information is available for coaches, athletes, and volunteers.
- Assist with GMT (Games Management Team) Onboarding Process.
Inventory Management and Event Prep Support:
- Maintain and update a comprehensive inventory of equipment and supplies for various sports events.
- Track medal distribution and ensure an adequate supply for upcoming competitions.
- Coordinate with suppliers to order equipment and supplies as needed.
- Manage the storage of sports equipment, kits, and other related items.
- Regularly conduct inventory checks to ensure accuracy and availability of equipment.
- Prepare regular reports on sports program activities, including participation numbers, event outcomes, and athlete achievements.
- Submit reports to management and other stakeholders as required.
- In office support for event preparation of materials for Coaches and Events
- Ensure equipment is well-maintained and meets safety standards.
Procurement:
- Procure specific sports equipment and/or meals for events as instructed by the Manager.
- Manage the procurement process for sports-related supplies, equipment, materials and meals at events.
- Obtain competitive bids and negotiate contracts with vendors to secure cost-effective options.
- Maintain records of all procurement activities and expenses.
Education and Experience:
- Experience with event management or project management preferred.
- Associated Degree in Project Management, Sport Management or similar experience preferred.
- Knowledge in Microsoft Office Suite
- Experience in Event Management or Project Management
- Experience and understanding of accessibility and Inclusion as it relates to events: Understanding of accessibility requirements and strategies to ensure that events are as inclusive as possible for our constituents.
Skills and Abilities:
- Excellent Communication and Interpersonal Skills
- Organization and Time Management
- Problem-Solving Abilities
- Leadership and Team Management
- Negotiation and Financial Skills
Working Conditions:
- This position is remote and will have the flexibility to work from home but will need to come to the office as it is related to preparation and event readiness.
- On-Site and Off-Site Work: This position will involve work both on-site at the event venue and off-site at their office or other locations. On-site work involves overseeing event setup, managing logistics, coordinating with vendors and staff, and ensuring smooth event operations. Off-site work involves planning, budgeting, marketing, communication, and administrative tasks.
- Physical Demands: Event management can involve physical work, such as setting up and dismantling event equipment, moving furniture, and being on your feet for extended periods.
- Travel requirements and working weekends: This position may require traveling depending on the location and needs of the event and will be expected to work some weekends related to their events.
Compensation and Benefits:
- This position is an hourly non-exempt position.
- Salary range is $45k-$56k.
- Medical, dental, vision, life, and disability insurance
- 403(b) retirement plan, 100% vested immediately with up to 5% matching after designated waiting period.
- Vacation and sick leave
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