Events Coordinator

Position:                             Events Coordinator

Department:                       Stadium Operations: Event Operations/ Management

Reporting Relationship:   Supervised by Live Events Manager

Status:                                Full-Time (Non-Exempt)

Position Summary

This position is responsible for planning and coordinating Live Events and non-gameday private and internal events at Bank of America Stadium. This position will report to the Live Events Manager.

Primary Responsibilities

• Assist with event preparation for all Live Events to include concerts, Internation Soccer matches, College Football, and other major stadium events.

• Assist Live Events manager with coordination of load-in and load-out, deliveries, parking, event space usage, and rentals and ensure such events are recorded on the Master stadium calendar.

• Assist with the preparation and filing of post event notes including staffing deployments, attendance, incident and fan conduct reports, cost estimates and settlements, statistics and other event related data to provide insight into future event operations.
• Assist Manager with pre-event and post-event meetings by collecting meeting minutes and distributing pertinent information.
• Planning and execution of non-game day private and internal events to include:
  • Serve as Manager on Duty for assigned events
  • Schedule and execute client site visits
  • Create and update floor plans for private events
  • Create and update cost estimates for private events, promptly communicating any changes to the client
  • Plan event logistics for assigned events to include staffing, room setup, cleaning and other needs identified by each unique event
  • Create Event Orders in the Stadium’s calendar software (Momentus Elite), and promptly communicate all needs and changes to internal staff

• Ensure venue readiness including cleanliness, furniture, equipment, gate set up and crowd control measures are in place
• • Work with Guest Experience Manager to ensure adequate staffing
• Communicate and enforce stadium facility rules, regulations, policies, and procedures for event space usage
• Create weekly reports and disperse Event Orders to internal departments
• Conduct or attend weekly Event Operations meetings, BEO meetings, vendor meetings, and other meetings as assigned
• Support the Venue Programming team with calendar management as needed
• Special projects as assigned by the Live Events Manager
• Additional related and administrative duties as assigned

Minimum Qualifications

• Bachelor’s degree in Sports and Entertainment Management, Hospitality, Event/Facility Management, or related fields
• Minimum 3-5 years in Venue or Corporate Event coordination, including large-scale events
• Experience working with high-profile clients, sponsors, and promoters
• Must have a valid driver’s license
• Must pass pre-employment screens

Preferred Qualifications

• Experience coordinating events at an arena or stadium
• Proficient in Microsoft Office, Momentus Elite, and Social Tables
• Experience working with vendors integral to executing arena or stadium events

Skills for Success

• Strong communication skills and ability to quickly adapt to change
• Works well under pressure while maintaining a positive attitude
• Ability to work independently with minimal supervision
• Ability to build and maintain relationships with clients, promoters, and internal staff
• Must be a team player, reliable, and dependable
• Must be detail-oriented and must be able to multi-task while managing time successfully
• Must be available to work evenings and/or weekends to support Live Stadium events, including events held on weekends, nights, and holidays when necessary

Physical Requirements

• Ability to meet physical demands of the job which include lifting (up to 30 lbs), standing, stooping, and walking for an extended period of time
• Standing for extended periods of time
• Sitting and working at desk on a computer
• Walking through the stadium which may include stairs
• Ability to work in outdoor stadium environments which may include inclement weather

Work Environment

This position operates in a professional office environment and outside in a stadium facility. This role routinely uses standard office equipment such as computers, phones, photocopiers, etc. This position works a minimum of 40 hours per week.