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Special Events Assistant

2 months ago

New York, United States PGA of America Full time
Join a team of proud, passionate, and caring people that together share their diverse talents and backgrounds to serve our members and grow the game of golf. Being at the PGA of America means you are supported, respected, and appreciated for your contributions.

The Special Events Assistant plans and executes and assists Special Events Leader with assigned PGA events, to include hotels, food and beverage, transportation, audio visual, decor, communication and organization prior to event, as well as on site operations. Provides support within the Championships Special Events department.

RESPONSIBILITIES (Specific areas of responsibility include but are not limited to):

Coordinate with PGA's third-party housing company in creating websites built for assigned events, monitor/manage block pick up reports rooming lists, room assignments, function space, and mitigate attrition according to contracted room block.

Communication with Guests and Staff room blocks on booking procedures.

Coordinate Housing blocks, spreadsheets, pick up reports, commission invoicing and collections.

Coordinate administrative duties for the Championships Special Events Department.

Update the electronic calendars and Schedule of Events for all Championship event functions.

Execute Special Events during Championship weeks to include Draft Parties, VIP, Partner, Rules, Team, Champion, Media Dinners, spouse programs, AV and transportation, while elevating all events with signature Five Star elements and experience.

Ensure PGA licensing product guidelines are followed.

Create invitations (eVite and Printed) and communication materials as needed for all events. Seating charts/boards, place cards, and floor plans for all events.

Create Run of Show documents for all Special Events, collaborating with point of contact to ensure flawless execution.

Collect RSVPs for dinners, tours and other attended events.

Create food and beverage spec sheets, event summary forms, critical date calendar, and online websites and Hub's. Manage BEO revisions, finalization, and distribution.

Maintain accurate up to date financial records for all personally assigned meetings and events. Setting up new vendors, Process purchase orders and check requests for events. Review and send final bills to accounting for payment. Dispute any incorrect charges on bills and/or invoices prior to submitting for payment.

Maintain a working relationship with hotels, catering companies, A/V, transportation services and all other vendors.

Execute on-site Course/clubhouse events during Championships, being present to provide information and assistance to guest stakeholders.

Locate and communicate local restaurants and sights (when in different cities) to provide options and information to VIP's.

Assist with the operation of events as needed for the Championships, PGA REACH and Membership/Governance departments as a Special Events Cohort group.

SHARED VALUES:

Embody the organization's sharedvaluesand help ensure the organization'svalues-based culture thrives by proactively identifying and addressing any sharedvalueschallenges and opportunities you are experiencing.

FINANCIAL RESPONSIBILITY:

Responsible for budget implementation for events company-wide as needed.

EDUCATION AND EXPERIENCE:

High School Diploma or equivalent. Prefer Bachelor's degree (B.A.) or equivalent from an accredited college or university.

Two years of office administration are required, preferably in the hospitality industry.

SKILLS, KNOWLEDGE AND ABILITIES:

Must have thorough knowledge of administrative principles and procedures with the ability to work on various projects and programs as assigned. Knowledge of organization functions of a business operation. Skills in planning and organizing. Must have the ability to understand legal and contractual terminology as it pertains to event contracting. Golf knowledge a plus. A demonstrated understanding of Google Workspace and the use of the internet.

Travel required up to 30% of time.

The approximate pay range for this position is $30.00-33.00 an hour. Please note that the pay range provided is a good faith estimate for the position at the time of posting. Final compensation may vary based on factors including but not limited to background, knowledge, skills, and abilities as well as geographic location of the position.

This position is not eligible for immigration sponsorship.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

PGA does not discriminate on the basis of race, color, creed, religion, gender, age, disability, sexual orientation, national origin, citizenship, veteran status, gender identity or expression, marital or familial status, genetic information or any other characteristic protected by federal, state or local law. In addition, to ensure full equality of opportunity in all operations and activities of the organization, every staff member employed by the PGA shall be selected under fair employment procedures that provide equal employment opportunities to all people. DFWP.