Race Manager - Run Dollywood Race Weekend Events - Dollywood Theme Park & Resorts - Exempt

The Dollywood Company•Pigeon Forge, TN

About The Position

At Dollywood Parks & Resorts, we create memories worth repeating! We are seeking a Race Manager who will embody the heart and soul of our mission of creating memories worth repeating while bringing families closer together while caring deeply about our brand. We want to work alongside someone who acts as an extension of our mission, values, and culture. The ideal Race Manager will be equal parts curious learner, innovator, administrator, detail driver, mentor, and motivator. The Race Manager exists to be responsible for the planning, execution, and ongoing growth of the Run Dollywood race weekends and related race events. This position serves as the central project manager across race operations, participant experience, vendor management, volunteer coordination, city and public safety partnerships, operational logistics, marketing support, financial management and on-site execution. The Race Manager will oversee both the operational execution and financial performance of the event while ensuring a high-quality participant and guest experience. This role requires exceptional organizational, communication, and operational leadership skills with the ability to manage multiple moving parts simultaneously while collaborating across departments, vendors, consultants, city officials, volunteers, and leadership teams. This role requires both strategic planning and hands-on event execution, including early mornings, weekends, and race-day operational leadership.

Requirements

Must be 18 years of age
Bachelor’s degree in Event Management, Hospitality, Marketing, Sports Management, Business, or related field preferred
Minimum 3–5 years of event management, race management, operations, or large-scale event experience preferred
Experience working with race registration platforms such as RunSignup strongly preferred
Experience coordinating large-scale operational logistics and multi-department events.
Experience managing vendors, volunteers, and operational budgets preferred
Experience working with public agencies, permitting, police, fire, and safety coordination preferred.
Proficiency in Microsoft Office, Teams, Excel, PowerPoint, and operational/event management systems
Experience with expo management and sponsorship activation
Familiarity with race timing systems and participant management platforms
Ability to safely operate company vehicles according to company policy. Must have valid driver’s license, proof of auto liability insurance and acceptable motor vehicle driving record
Offers of employment are contingent upon satisfactory completion of background screening which includes criminal history and motor vehicle record check
Able to make a friendly impression when speaking to or corresponding with guests, vendors, and other employees
Must be self-motivated and disciplined
Must be able to prioritize and complete work assignments on a timely basis
Must maintain strict confidentiality and judgment regarding privileged information
Must have professional appearance with good personal hygiene
Must be sensitive to the needs of our Guests and feel empowered to act to meet their needs within company guidelines
Must be able to utilize effective communication, problem solving, conflict management and interpersonal skills
Must be able to communicate effectively with Guests and Hosts using approved communication methods
Able to collaborate with cross-functional teams to plan, execute, and deliver projects ahead of schedule, fostering open communication and mutual support to achieve shared goals
Able to comprehend instructions and retain information
Able to perform duties consistent with creating a safe and secure environment for hosts and guests
Able to be flexible to handle frequent changes in priorities
Strong project management and organizational skills
Excellent written and verbal communication skills
Ability to manage multiple priorities under tight deadlines
Ability to work flexible hours including nights, weekends, holidays, and race-day operations
Strong operational troubleshooting and problem-solving abilities
Ability to remain calm and effective in fast-paced environments
Strong leadership presence with a collaborative and guest-focused mindset

Responsibilities

Lead overall planning and execution of race weekends and related running events
Maintain master timelines, operational checklists, planning documents, and project deadlines
Coordinate with race consultants, timing companies, operational teams, and third-party vendors
Support development and execution of long-term race growth strategies and participant experience enhancements
Assist with operational reviews and executive presentations with leadership teams and President-level reviews as applicable
Build and manage race registration platforms through RunSignup
Manage registration setup, pricing structures, add-ons, waivers, participant communications, reporting, and participant analytics
Develop and manage race guides, FAQs, participant communications, and guest-facing website content
Partner with Guest Correspondence teams on guest communications and FAQ management
Manage and update guest-facing systems and race information as operational plans evolve
Lead meeting note taking, recap development, and information distribution across departments
Utilize platforms such as Microsoft Teams for operational record keeping and information sharing
Track action items, deadlines, and operational deliverables across all teams
Coordinate follow-up communications with team members ranging from Lead to VP-level leadership
Ensure broad distribution of operational information to impacted or potentially impacted departments
Support operational and experience plan reviews with executive leadership
Develop, maintain, and organize race operational SOPs and planning documentation
Create standardized operational processes for pre-race, race-day, and post-race execution
Develop training and operational guides for future race leadership teams and other properties
Coordinate with course designers on race layouts, visualizations, and operational flow.
Develop course marking layouts, signage plans, and operational maps
Coordinate with parking, maintenance, security, safety, and operational teams on race course logistics.
Audit and coordinate operational equipment and supply needs including cones, barricades, fencing, A-frames, tape, radios, and course materials
Lead vendor coordination for delivery, setup, and breakdown of racecourse equipment
Support post-race breakdown and restoration with applicable teams prior to park operations
Lead volunteer recruitment, communication, and management
Build relationships with volunteer groups, schools, community organizations, and local partners
Manage volunteer waivers, agreements, and communication in coordination with Safety and operational teams
Develop volunteer sign-up systems and communications with Scheduling, Finance, Marketing, and Ticketing Teams
Develop and maintain Zone Captain SOPs and operational guides. Conduct Zone Captain and volunteer leadership training sessions
Provide ongoing support and race-day operational leadership for volunteers and Zone Captains
Lead planning and management of race expo operations and participant packet pickup
Secure expo sites and coordinate layouts, operational flow, and vendor setup
Manage vendor outreach, contracting, approvals, and operational logistics in coordination with
Manage relationships with multiplier vendors including but not limited to: Race consultants, Timing companies, Medal and award suppliers, Photography and videography vendors, Audio/visual and video wall vendors, Tent and rental companies, Merchandise vendors, Expo exhibitors and sponsors
Obtain vendor quotes, negotiate pricing, track deliverables, and ensure operational readiness
Coordinate vendor setup, load-in/load-out schedules, operational needs, and event support
Review and approve vendor merchandise and branding alignment
Work directly with city officials, planning committees, and permitting agencies
Submit permits, road closure requests, operational plans, and required event documentation
Participate in planning meetings with city and operational agencies
Support development of emergency action plans and operational safety procedures. Coordinate with police, fire, EMS, transportation, public works, and safety departments
Partner with Marketing, PR, Social Media, HR, and operational leaders on race promotion and participant communications
Support development and timing of guest-facing and internal messaging
Assist in creation and management of race websites, digital communications, and promotional materials
Review participant feedback and assist in continuous improvement of race experiences
Manage race operational budgets, purchasing, and expense tracking
Assist in development and management of race P&L statements
Track vendor costs, operational expenses, registration revenue, sponsorship revenue, and financial forecasting
Review vendor proposals and negotiate pricing to maximize operational efficiency and ROI.
Ensure all invoices, purchasing, and expense reporting are completed accurately and within company guidelines