Music + Entertainment

Music + Entertainment –VIP Coordinator (Part-Time Seasonal)

Circuit of The Americas (COTA) is a 365-entertainment destination for world-class events located in Austin, TX. The sports and entertainment portfolio at COTA is unmatched in the country with Formula 1 US Grand Prix, NASCAR, and MotoGP attracting global fans during championship races on the famed Circuit and Live Nation producing over 30 headline concerts every year at the Germania Insurance Amphitheater.

Job Description:

The Music + Entertainment Team is hiring a seasonal PT VIP Coordinator to assist in the planning and execution of artist VIP and hospitality programs, tour and venue activations, and other events for the Germania Insurance Amphitheater. The VIP Coordinator may also work other concerts, festivals, and races that take place at the Circuit of the Americas.

Essential Functions:

• Assists the Event Manager with the advancing, planning and coordination of Artist VIP programs, tour and venue activations, and events
• Participates in conference calls, site visits, and venue walkthroughs with client
• May advance programming, staffing, and rental needs with client
• Serves as day-of–show liaison for client, venue, and vendors
• Participates in the client day-of-show walkthrough to confirm event order, schedule, and set-up, and review invoicing and payment
• Coordinates set-up requirements and manages event flow according to the event order, providing information and direction to client, facility and event staff, site operations, catering manager, and vendors to ensure excellent execution of event with minimal disruptions
• Is knowledgeable of all venue operations and ensures compliance of venue rules and regulations, permit restrictions, and contractual agreements
• Assists and coordinates vendor load-in, strike, and load-out
• Reports and seeks solutions to potential issues and is proactive in implementing solutions in a timely manner Assists in event invoicing and vendor reconciliation, managing against a budget and providing reporting
• Prepares post-event reports
• Maintains data base of event photos for sales and marketing use
• Maintains data base of rental inventory
• May fulfill other Event Team Member roles such as Floor Supervisor, Artist/VIP/Vendor Check-in, Concierge Staff, Artist Hospitality Staff, as needed
• Attend all pre-event staff briefings
• Other duties as assigned

Required Qualifications:

• Must be both an analytical thinker and a creative problem solver; flexible and easy-going with an understanding of processes and policies • Music and entertainment experience preferred
• Minimum 2 years of experience in one of the following: event management or production, concerts, festivals, catering, hospitality, or venue operations
• Direct experience working successfully with clients, VIPs, artists, and executives
• Ability to work discreetly, confidentially, and respectfully with artists and celebrities.
• Must be able to maintain composure and be professional at all times.
• Food and Beverage knowledge and catering fundamentals
• Must possess excellent communication and comprehension skills with the ability to present ideas to clients and your team, and provide clear and concise directives as well as follow directions
• Must be both an analytical thinker and a creative problem solver
• Must be self-reliant, reliable, full of grit and spirit, sharp, motivated, solution-orientated, and have a positive attitude
• Must be able to “keep your cool” in challenging situations and know when you need a moment to take a break
• Demonstrate an understanding of, sensitivity to, and appreciation for the diverse ethnic, socio-economic, disability and gender diversity of guests and staff attending or working at the venue
• Deal effectively with a wide variety of personalities and situations requiring diplomacy, tact, friendliness, poise and firmness
• Proficiency in a range of information technology tools and platforms including Microsoft Word, Excel and PowerPoint
• Must maintain a professional, neat and well-groomed appearance
• Requires reliable transportation due to location of venue
• High School Diploma or equivalent; some College preferred
• Proof of eligibility to work in the United States

Physical Demands:

• This job can be physically demanding and requires you to work long hours on your feet in often-times adverse weather conditions
• Ability to work in a fast-paced, busy environment with environmental conditions such as noise, heights, dark/dim/absence of lighting
• Ability to lift up to 20 lbs. waist high and able to assist with set up of furniture for events as needed
• Ability to climb steps repeatedly
• Ability to descend/ascend ramps and inclines/declines
• Ability to stand for long periods of time

Work Environment:

• The noise level in the work environment is moderate, however, during events, the noise level may be loud.
• Events may be in an outdoor setting with movement between temporary structures, buildings, and different terrains.
• While performing the duties of this position, the employee is occasionally exposed to work near moving mechanical parts, wet or humid conditions, outdoor weather conditions, extreme cold, and extreme heat.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

EQUAL EMPLOYMENT OPPORTUNITY:COTA strongly supports equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by state or federal law.