Event Planner - Southwest Region

Varsity Brands•Dickinson, TX

3d•Hybrid

About The Position

The Event Planner is an important member of the Varsity All Star Regional Operations team, ultimately responsible for ensuring that their region achieves goals in various areas of operational efficiencies. This person should be analytical, organized, and process-driven. The Event Planner will represent Varsity Brands by demonstration of company core values in driving the highest ethical standards of conduct in all business activities.

Requirements

Knowledge of SalesForce, UKG, Workday, Varsity University LMS, and Concur including how to pull reports and input data.
Strong fluency in Microsoft Excel, Sharepoint, and Adobe along with other Microsoft Office programs.
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.
Bachelor’s degree in business or related field or equivalent work experience.
Experience of at least 3 years in events preferred.
Cheer or Dance experience preferred.

Responsibilities

Coordinate all travel and lodging arrangements for event personnel, including staff, judges, and other event support roles, for camps, competitions, and related events.
Work closely with external suppliers and vendors as needed (hotels, travel agency, etc.)
Serve as the primary point of contact for event timekeeping and payroll administration, ensuring accurate, compliant, and timely processing of employee compensation.
Monitor staffing hours, schedules, overtime, and meal/rest break compliance, proactively identifying and addressing potential labor and wage-and-hour risks.
Audit timecards and payroll records, investigate discrepancies, resolve missed punches and payroll exceptions, and ensure all corrections are completed prior to payroll deadlines.
Partner with event leadership and managers to support timecard approvals, documentation, labor budget adherence, and compliance with company timekeeping policies and procedures.
Partner with Staffing Directors to confirm staff for competitions and communicate closely with event personnel prior to planning staff assignments, housing, and travel.
Communicate travel and all necessary event information to staff and judges prior to the event.
Assist with collaborating with the Event Coordinator and other office staff to ensure best practices are followed.
Assist and/or schedule box office staff and/or manage internal ticket systems and admissions reporting as needed.
Responsible with preparing pertinent post event details and financial information with Event Coordinator and/or Finance Manager
Assist with budgeting and forecasting pre-event financials with Event Coordinator
Drive achievement of travel targets by proactively adjusting schedules and logistics to maintain alignment with operational goals.
Maintain relationships with groups and staff from events to increase retention
Organize ground transportation for event personnel by coordinating travel manifest based on arrivals and departures.
Assist with evaluating staff intent to work each season and establish staff pay rates based on years of service.
Serves in a mid-level management and/or support role at events.