Event Coordinator - International

VARSITY SPIRIT, A VARSITY BRANDS COMPANY - THE DRIVING FORCE IN SPIRIT ACROSS CHEER, DANCE, BAND AND YEARBOOK

For over 50 years, Varsity Spirit has been the leading global source for all things spirit, including cheerleading, dance team, performing arts and yearbook. Focused on safety, entertainment and traditional school leadership, Varsity Spirits 5,000+ employees are dedicated to celebrating school spirit. A leader in apparel innovation, educational camps, clinics, competitions, and yearbook, Varsity Spirit impacts more than a million athletes each year.

OUR COMMITMENT TO SAFETY

At Varsity Spirit, the safety and wellbeing of the young people we serve is of the utmost importance. Since our inception 50 years ago, we have been and remain steadfastly committed to doing our part to create a safe and positive environment for our participants physical, emotional, and social development, and promoting an environment free from abuse and misconduct. Varsity has a zero tolerance for abuse in its programs, events, and associated business activities. Varsity is committed to reporting all suspicions, allegations, and incidents of abuse in full accordance with local laws and reporting requirements. Learn more at Our Commitment to Safety - Varsity.com .

WORK TYPE: Full-Time/Hybrid

LOCATION: Memphis, Tennessee

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.

• COMPENSATION: $42,500-$51,000

The base salary will vary based on criteria such as education, experience and qualifications of the applicant, location, internal equity, and alignment with the market.

HOW YOU WILL MAKE AN IMPACT:

The Event and Experience Coordinator is an important member of our Varsity Spirit operations team, ultimately responsible for ensuring that their given events achieve goals in various areas including safety, event profitability, operational efficiencies, and overall customer and staff satisfaction. This person should be analytical, organized, detailed and process driven.

WHAT YOU WILL DO

Manage Cost of Sales (COS) for corresponding events

• 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.
• 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.

Office Responsibilities

• Advance and coordinate 10-12 competitions including all planning checklist tasks
• Create and/or oversee general schedules, performance orders, confirmation packets
• 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.

Event Responsibilities

• 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.

Off Season

• Coordinate with team on staff needs per event
• Recruit, manage, and assign core staff by event location
• Work with international team on staff, judge, and travel budget

During Season

• Communicate with staff & judges on event specifics.
• Secure all staff positions by event location: Core staff and Local/University staff
• Secure hotel and travel; including flights, rental cars and other ground transportation
• Send travel itinerary
• Submit payroll while following payroll procedures by country, including per diem and reimbursements
• Support Event Coordinators
• Communicate with vendors
• Assist in working with facility or order local catering if staff/judge meals and/or hospitality are needed
• Support and/or create performance orders; Communicate performance order via required cadence
• End of Event Requirements
• Support onsite team with post event requirements: Simple Score, Bids, File backups, Broke/lost items list, Inventory report
• Support consistencies with pre-event communication (scheduling, housing, registration, etc.)
• Review post event surveys to share with Director of Event Experience for follow up with customer concerns

Year Round

• Work closely with international team members
• Monitor event participation by event location
• Assist with our Registration Specialist and Marketing Specialist with any event related communications and marketing needs
• Assist with the marketing calendar for events and strategic promotions to support growth within the region
• Collaborate and/or help with the growth of Varsity University internationally

Additional Job Functions:

• Manage BAND communication for staff and judges
• Partner with international team to track registration
• Consistent communication with EC on staff, judge, & travel expenses to ensure accurate tracking and budget are met
• Participate on various committees and/or boards essential to our business both indirectly and directly

QUALIFICATIONS:

KNOWLEDGE/SKILLS/ABILITIES

• 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 organizational skills and attention to detail.
• Strong time management and attention to timelines.

EDUCATION/EXPERIENCE

• Bachelors degree in business or related field or equivalent work experience.
• Experience of at least 3 years in events preferred.
• Must have a basic understanding of the sport of cheerleading.

PHYSICAL REQUIREMENTS

• 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, PCs, 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.

#LI-ET1

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job.

JOIN THE BEST TEAM IN SPORT & SPIRIT

At Varsity Brands, we believe every student deserves the opportunity to succeed and every educator wants to make a difference. It takes a team to make a real impact, and through our two divisions BSN SPORTS and Varsity Spirit and our network of 6,000+ employees and independent representatives, we are proud to partner with a wide range of educational institutions and club and professional sports to transform the student journey in SPORT and SPIRIT.

OUR VALUES

Service - We lead with heart. We champion community.

Passion - We love what we do. It fuels our purpose.

Integrity - We do what we promise. We own our actions and decisions.

Respect - We earn it by giving it. Because everyone deserves it.

Innovation - We never stop striving to be better. For ourselves and our community.

Transparency - We are committed to openness and honesty in everything we do.

OUR BENEFITS

We are committed to putting you and your families first. For benefits eligible roles, we offer a variety of choices and costs as well as program enhancements that align with our responsibility to elevate the employee experience. Some of our offerings include:

• 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!

Varsity Brands companies are equal opportunity employers. Qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, citizenship, gender, sexual orientation, gender identity, veterans status, age or disability.