Varsity Spirit · 19 hours ago
Event Coordinator - West Region
Gilbert, AZ
Full-time
Hybrid
Mid Level
3+ years expVarsity Spirit, a leader in cheer, dance, and performing arts, is seeking an Event Coordinator for their operations team. This role is responsible for managing event budgets, coordinating logistics, and ensuring overall satisfaction for events, while also serving as the onsite Event Director during competitions.
ApparelEducationRetailTraining
Responsibilities
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
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
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
Participate on various committees and/or boards essential to our business both indirectly and directly (USASF)
Qualification
Required
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 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
Ability to lift, bend, push, pull and manipulate equipment that is a minimum of 30 lbs
Ability to stand and walk for long periods of time (5 hours plus)
Ability to communicate with customers and colleagues using the following but not limited to radio, walkie talkie, text message and email
Benefits
Comprehensive Health Care Benefits
HSA Employer Contribution/ FSA Opportunities
Wellbeing Program
401(k) plan with company matching
Company paid Life, AD&D, and Short-Term Disability
Generous My Time Off & Paid Holidays
Varsity Brands Ownership Program
Employee Resource Groups
St. Jude Partnership & Volunteer Opportunities
Employee Perks including discounts on personal apparel and equipment!
Company
Varsity Spirit
We fuel the passion and spirit found in every high school across America.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Jeff Webb
Founder and CEO
Chris Darby
Vice President of Corporate Partnerships
Recent News
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