Special Events Coordinator

Position: Special Events Coordinator

Department: Venue Operations

Reporting Relationship: Reports to the Manager, Venue Sales & Programming

Status: Full-Time (Non-Exempt)

Position Summary

The Special Events Coordinator will be responsible for executing external and internal private events at Tepper Sports & Entertainment properties. This position will report to the Manager, Venue Sales & Programming.

Primary Responsibilities

• Assist with the coordination of non-game day private and internal events to include:
  
  
  
  • Serve as Manager on Duty for assigned events
  • Schedule and execute client site visits
  • Create and update floor plans for private events
  • Create and update cost estimates for private events, promptly communicating any changes to the client
  • Plan event logistics for assigned events to include staffing, room setup, cleaning and other needs identified by each unique event
  • Create Event Orders in TSE's calendar software (Momentus Elite), and promptly communicate all needs and changes to internal staff
  
  
  
  

• Ensure venue readiness including cleanliness, furniture, equipment, gate set up and crowd control measures are in place

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  • Work with Guest Experience Manager to ensure adequate staffing
  • Collaborate closely with Venue Programming team on any changes or additions to requested event spaces, timing, and needs
  
  
  
  
• Communicate and enforce stadium facility rules, regulations, policies, and procedures for event space usage
• Create weekly reports and disperse Event Orders to internal departments
• Conduct or attend weekly Event Operations meetings, BEO meetings, vendor meetings, and other meetings as assigned

• Work with other stadium departments to identify specific needs related to internal events
• Support the Manager, Venues Sales & Programming with calendar management as needed
• Special projects as assigned by the Manager, Venues Sales & Programming
• Actively participate in major stadium events as needed, including setup, execution, and breakdown
• Additional related duties as assigned

Minimum Qualifications

• Bachelor's degree required
• 3-5 years of full-time event operation and/or customer service experience
• Must have a valid US Driver's license
• Must pass pre-employment screenings
• Must be able to work flexible, non-traditional hours including nights, weekends, and holidays as needed

Preferred Qualifications

• Proficient in Microsoft Office, Momentus Elite, and Social Tables
• Experience in an events position in an arena or stadium with knowledge of executing private events
• Bachelor's degree in Event Management, Hospitality Management, Marketing, Sport Management, Sales, or related field

Skills for Success

• Must possess strong customer service skills
• Strong work ethic and attention to detail
• Strong verbal and written communication skills
• Works well within a collaborative, team-driven, and goal-based environment
• Works well under pressure while maintaining a positive attitude
• Must maintain complete confidentiality of privileged, and/or sensitive information
• Must be flexible to work evenings and/or weekends and Stadium events, including events held on weekends, nights, and holidays when necessary
• Ability to prioritize workload to manage time and tasks while ensuring prompt responses and on-time delivery
• Must be a team player, reliable, and dependable

Physical Requirements

• Ability to meet physical demands of the job which include lifting (up to 30 lbs), standing, stooping, and walking for an extended period of time
• Standing for extended periods of time
• Sitting and working at desk on a computer
• Walking through the stadium which may include stairs
• Ability to work in outdoor stadium environments which may include inclement weather

Work Environment

This position operates in a professional office environment and outside in a stadium facility. This role routinely uses standard office equipment such as computers, phones, photocopiers, etc. This position works a minimum of 40 hours per week.