Sr Coordinator, Amplify – Core, Custom and Bespoke

TKO•Raleigh, NC

About The Position

We are looking for a Senior Coordinator -level events person with 3+ years’ experience to join our Core - Custom Bespoke Team . Our Core - Custom Bespoke team is responsible for planning events and organizing logistics for high-end corporate groups and ultra-high net worth clients, either surrounding our tentpole events like Super Bowl or bespoke events like Wine Tasting in Napa Valley. The ideal candidate is an uber-organized , solution-oriented event planner, with strong communication skills and willing to assist in budget reconciliation and oversee team processes . Must demonstrate exceptional organizational abilities, thrive in team environments , and must have superb interpersonal , multi-tasking , and time-management skills . Support all phases of event planning and execution, including pre- and post-event tasks, for individual events or multi-event client programs. Support the development, documentation, and implementation of efficient procedures and systems while proactively anticipating and addressing client needs. Assist Amplify delivery team with onsite event execution, including vendor coordination and staff oversight. Track project timelines, milestones, and deliverables to ensure deadlines are met. Support budget tracking, expense management, and post-event reconciliation Coordinate logistics including guest lists, hotel accommodations, transportation, staffing, Run of Shows (ROS,) and vendor communications. Participate in weekly client calls and internal status meetings; assist with meeting notes and follow-ups. Collaborate with Business Development and Content teams on proposals, presentations and program materials as needed. Work cross-functionally with On Location internal teams including Accounting, Transportation, Accommodations, Workforce Ops, and Staffing. Assist with onboarding and coordination of external contractors, including tracking hours and expenses. Administrative & Other Responsibilities: Submit and reconcile expense reports Support invoice tracking and processing Assist with vendor onboarding and documentation Maintain accurate file management and program documentation with SharePoint, Smart Sheets and various internal systems

Requirements

3-4 years of experience in event planning, program coordination, hospitality, or related fields
Experience supporting corporate, luxury, or high-touch client events (domestic experience required, international a plus)
Familiarity working with event vendors such as hotels, transportation providers, caterers, décor/floral teams, and staffing agencies.
Experience supporting client communications and day-to-day relationship management.
Comfortable working with budgets and financial tracking (experience with six-figure budgets a plus)
Bachelor’s degree in Hospitality Management, Business, Communications, Marketing, Sports Management, or related field
Proficiency in Microsoft Office Suite, SharePoint, Microsoft Teams, DocuSign, Google Suite, and Slack.
Strong organizational skills with exceptional attention to detail
Ability to multitask and remain calm under pressure
Strong written and verbal communication skills
Good timekeeping and work ethic that is characterized by commitment, motivation, and positive energy

Nice To Haves

Flexibility to work evenings, weekends, and holidays when necessary
Interest in travel and working onsite at live events
General knowledge and interest in professional sports, luxury travel, hospitality, and major event destinations

Responsibilities

Support all phases of event planning and execution, including pre- and post-event tasks, for individual events or multi-event client programs.
Support the development, documentation, and implementation of efficient procedures and systems while proactively anticipating and addressing client needs.
Assist Amplify delivery team with onsite event execution, including vendor coordination and staff oversight.
Track project timelines, milestones, and deliverables to ensure deadlines are met.
Support budget tracking, expense management, and post-event reconciliation
Coordinate logistics including guest lists, hotel accommodations, transportation, staffing, Run of Shows (ROS,) and vendor communications.
Participate in weekly client calls and internal status meetings; assist with meeting notes and follow-ups.
Collaborate with Business Development and Content teams on proposals, presentations and program materials as needed.
Work cross-functionally with On Location internal teams including Accounting, Transportation, Accommodations, Workforce Ops, and Staffing.
Assist with onboarding and coordination of external contractors, including tracking hours and expenses.
Submit and reconcile expense reports
Support invoice tracking and processing
Assist with vendor onboarding and documentation
Maintain accurate file management and program documentation with SharePoint, Smart Sheets and various internal systems