Director, Derby Operations

Churchill Downs Incorporated•Louisville, KY

About The Position

Churchill Downs Racetrack (“CDRT”), the world’s most legendary racetrack, has been the home of The Kentucky Derby, the longest continually held annual sporting event in the United States, since 1875. Located in Louisville, CDRT features a series of themed race days during Derby Week, including the Kentucky Oaks, and conducts Thoroughbred horse racing during three race meets in the Spring, September and Fall. CDRT is located on 175 acres and has a one-mile dirt track, a 7/8-mile turf track, a stabling area, and provides seating for approximately 60,000 guests. The stable area has barns sufficient to accommodate 1,400 horses and a 114-room dormitory for backstretch personnel. CDRT also has a year-round simulcast wagering facility . www.ChurchillDowns.com. JOB SUMMARYThe Director of Derby Operations will be responsible for the planning and execution of various operational aspects of Kentucky Derby Week, including vendor selection, infrastructure needs, temporary build-outs, and event setups. This position will lead multiple projects requiring cross-departmental coordination and communication. The ideal candidate will have previous project management experience with an emphasis on contract management, vendor oversight, site planning and/or capital projects.

Requirements

Candidate should be proficient with various software tools such as spreadsheets, databases and webapplications, including but not limited to: Word, Excel, Outlook, Smartsheet, Visio, Power Point and other MS suite applications. Ability to learn new applications as required.
Diplomatic personality, able to collaborate with wide variety of personalities and backgrounds, under pressure and while maintaining calm demeanor.
Ability to manage multiple projects concurrently
Evidence of strong budget management skills, with ability to forecast and track expenses through duration of project execution.
Strong written communication skills, with ability to collect, analyze and disseminate information in a detailed and efficient manner.
Ability to be exposed to adverse weather conditions when required to work outside.
Ability to be on your feet for long periods of time.
Commitment to working flexible hours, including nights, weekends, and holidays, as required by event and operational demands.
Bachelor's degree in Sports, Business Management, or related field recommended.
Minimum 5 years of leadership experience in sports and entertainment operations, venue operations, or project management with an emphasis on events is preferred.

Responsibilities

Serves as the on-site lead for all Derby Week operations vendors including, but not limited to, temporary builds, fencing, portable restrooms, etc.
Provides recommendations on vendor selection, conducts RFPs and negotiates contracts
Maintains working knowledge of all contracts – pricing, deliverables/deadlines, insurance requirements and coverage and renewal planning
Develops and disseminates vendor guidelines – ensures compliance will all onsite vendors throughout project
Manages project budget, track changes, processes purchase orders and invoice reconciliation
Creates and manages all Derby operational timelines
Oversees timely production of site planning sets - ensures accuracy, oversees publication, tracks changes and confirms final “as-built” set at event completion
Provides daily leadership to production teams in the oversite and troubleshooting for all temporary builds and operational tasks
Collaborates with other departments and stakeholders to ensure deadlines are met and event setup remains on schedule
Conducts daily construction meetings with all applicable staff and contractors
Develops a platform to collect and track all space requests along with facility support requirements – collaborates with Senior Director of Operations on approvals
Tracks requests and determines priorities for in-house resources – IT, electrician, maintenance, waste management, and sign production
Manages the internal and external Derby Dashboards for information sharing and resource requisition forms
Coordinates all Derby Week temporary signage - including locations, designs, installation, dismantle and post-event inventory/storage
Creates and updates Derby Standup presentations
Provides timely communication to departments and stakeholders regarding project status, changes and milestones – i.e. Two-week/Seven-day/Three-day/One-day Look Aheads
Serves as the primary keeper of all Derby Week planning materials, including renderings, engineering drawings, photos/aerials, presentations and project orders
Collects, consolidates and archives all after-action reports and materials for future planning
Collaborates on future facility planning that may impact Derby operations
Other duties and special projects as assigned