Event Coordinator - West Region

Varsity Spirit•Gilbert, AZ

13d•Hybrid

About The Position

VARSITY SPIRIT, A VARSITY BRANDS COMPANY - THE DRIVING FORCE IN SPIRIT ACROSS CHEER, DANCE, BAND AND YEARBOOK For over 50 years, Varsity Spirit has been the leading global source for all things spirit, including cheerleading, dance team, performing arts and yearbook. Focused on safety, entertainment and traditional school leadership, Varsity Spirit’s 5,000+ employees are dedicated to celebrating school spirit. A leader in apparel innovation, educational camps, clinics, competitions, and yearbook, Varsity Spirit impacts more than a million athletes each year. OUR COMMITMENT TO SAFETY At Varsity Spirit, the safety and wellbeing of the young people we serve is of the utmost importance. Since our inception 50 years ago, we have been – and remain – steadfastly committed to doing our part to create a safe and positive environment for our participants’ physical, emotional, and social development, and promoting an environment free from abuse and misconduct. Varsity has a zero tolerance for abuse in its programs, events, and associated business activities. Varsity is committed to reporting all suspicions, allegations, and incidents of abuse in full accordance with local laws and reporting requirements. Learn more at Our Commitment to Safety - Varsity.com . WORK TYPE: Full-time, Hybrid LOCATION: Western United States (Gilbert, Arizona) TRAVEL REQUIREMENT: Event travel will include overnight stays for events. Anticipate being available 2-3 weekend per month during event season should coverage be required. COMPENSATION: The base salary will vary based on criteria such as education, experience and qualifications of the applicant, location, internal equity, and alignment with the market. HOW YOU WILL MAKE AN IMPACT: The Event Coordinator is an important member of our Varsity Spirit operations team, ultimately responsible for ensuring that their given events achieve goals in various areas including safety, event profitability, operational efficiencies, and overall customer and staff satisfaction. This person should be analytical, organized, detailed and process driven.

Requirements

KNOWLEDGE/SKILLS/ABILITIES Knowledge of SalesForce, UKG, Workday including how to pull reports and input data.
Strong fluency in Microsoft Excel along with other Microsoft Office programs.
Strong organizational skills and attention to detail.
Excellent verbal and written communication skills.
Ability to work independently and as a team.
Ability to multi-task and work efficiently.
Strong organizational skills and attention to detail.
Strong time management and attention to timelines.
EDUCATION/EXPERIENCE Bachelor’s degree in business or related field or equivalent work experience.
Experience of at least 3 years in events preferred.
PHYSICAL REQUIREMENTS The physical demands that are described as required are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While not participating in an event this job operates in a professional office environment. Largely a sedentary role with some filing requiring the ability to lift files, open filing cabinets and bending or standing on a stool as necessary. Ability to sit or stand for long periods through meetings and while operating office equipment, PC’s, laptop, telephone will be required. During events the ability to stand and walk for long periods of time (5 hours plus) is required. The ability to communicate with customers and colleagues using the following but not limited to radio, walkie talkie, text message and email is required. The ability to lift, bend, push, pull and manipulate equipment that is a minimum of 30 lbs. is required.

Responsibilities

Manage Cost of Sales (COS) for corresponding events: Establish the budget per event based on divisional and historical event margins during the planning season; work within said budget, reforecasting as appropriate throughout the season. Actively study and negotiate pricing with vendors that will become actuals against budget. Determine and direct departmental spending that impacts event budgets. Create reliable forecasts and collaborate with Finance Manager to produce accurate financial reports. Ensure purchase orders are created/event invoices are submitted in a timely manner with proper coding and remain within budget. Responsible for ensuring margin expectations are met for each event managed. Post hoc assessments, recommendations for improvements.
Office Responsibilities: Advance and coordinate 10-12 competitions including all planning checklist tasks Collaborate with the Logistic Coordinator and Production Coordinator to ensure best practices are followed. Coordinate with venues to create event diagrams & organize event details including production support, staging, seating, utilities, etc. Assists in securing or confirming event personnel – staff, security, first aid, EMTs, stagehands, riggers, etc. Coordinate with 3rd party equipment and service providers including staging, sound, lighting, video, staffing and security. Coordinate with company retail, sponsorship, streaming video and other partners Ensure Certificate of Insurance (COI) is in place for each event. Create and/or oversee general schedules, performance orders, confirmation packets. Submit or direct office staff to submit packing lists to logistics staff, including event gear, supplies and awards. Submit venue checklist/safety and health procedures/policies forms. Communicate with other event coordinators to share best practices. Work closely with Customer Experience Team Close out of event: admissions reporting, payroll/contract labor, event summary, staff survey reminder Post event review - make recommendations to supervisors for improved future event operations. Collect, assemble, and provide data as needed for internal research and reports.
Event Responsibilities: Serve as onsite Event Director for their corresponding events. As Event Director, serve as the highest ranking event staff on site. Oversee 20-40 event staff per event. Manage any event staffing issues as they become the responsibility of the Event Director resolve. Coordinates with venue coordinator, concessionaire/catering manager, security lead, and other venue vendors As the senior Varsity representative, use discretion to make changes to event details as needed including event layout and flow. Proactively plan for scenarios that could impact the integrity of the event. Coordinate and/or oversee the logistics and production staff in working with shipping and trucking providers. Meet with venue contact to plan out details of each event day. Communicate with coaches regarding event details; conduct/participate in coaches’ meetings. Use authority to make financial decisions that have a direct impact on safety while continuing to be fiscally responsible. Oversee the setup and troubleshooting of all event-related systems and processes.
Additional Job Functions: Participate on various committees and/or boards essential to our business both indirectly and directly (USASF)