Event Planner

WORK TYPE: Hybrid Work Schedule

Monday-Thursday 8-5 In Office

Friday 8-5 Work from Home

LOCATION DETAILS: 201 Spruce St. Dickinson TX 77539 

WORK HOURS: Full time, Exempt 

TRAVEL REQUIREMENT: Event travel and attendance at staff meetings & trainings is required. Event travel will include overnight stays for events. Anticipate being available 2-3 weekend per month during event season should coverage be required.

HOW YOU WILL MAKE AN IMPACT 

The Event Planner is an important member of our Varsity Spirit Regional Operations team, ultimately responsible for ensuring that their given events achieve goals in various areas of operational efficiencies. This person should be detailed, analytical, organized, and process driven.

WHAT YOU WILL DO 

• Assist with recruiting and confirming staff for competitions
• Assist with tracking and overseeing the onboarding and compliance for staff
• Assist with booking travel for event personnel (staff, judges, etc.)
• Assist with booking housing needs for event personnel (staff, judges, etc.)
• Work closely with external suppliers and vendors as needed (hotels, travel agency, etc.)
• Assist with scheduling staff through internal systems based on days, time, and job for time clocking (UKG)
• Assist with submitting payroll for staff, judges, and volunteer groups through all different processes
• 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.
• Assist 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
• Maintain relationships with groups and staff from events to increase retention
• Assist with organizing 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.
• Provide support to camp operations team for payroll
• Provide support to camp operations team for hotels

QUALIFICATIONS 

Knowledge/Skills/Abilities 

• 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.

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 described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

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.

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