Sports Events Administrator

2 weeks ago

Branson, Missouri, United States BransonLakes Area Chamber of Commerce Full time

Position Overview:

We are seeking a highly organized and detail-oriented professional to join our team as a Sports Events Administrator. This role will provide essential administrative and operational support to the Sales department at the Branson/Lakes Area Chamber of Commerce, focusing on sports-related initiatives. The ideal candidate will assist in promoting and enhancing our destination through effective event coordination.

Key Responsibilities:

  • Assist in the logistics and planning of sponsorships for conferences in collaboration with supervisors and the Events team.
  • Build and maintain strong relationships with local vendors, hotels, transportation services, and tour operators to ensure outstanding service for clients and rights-holders.
  • Plan, coordinate, and execute all elements of sporting events hosted in the area, ensuring client needs are met.
  • Stay informed on trends in sports tourism and provide recommendations for improvements to enhance client experiences.
  • Support the execution of sports department tradeshows and sponsorships, ensuring all items are accurately inventoried and shipped on time.
  • Assist with sports Familiarization Tours (FAMs), events, and other conferences in the market.
  • Collaborate with the Sales & Analytics Coordinator to prepare monthly sales reports.
  • Manage inventory of promotional materials in conjunction with the destination services team.
  • Help develop and maintain a volunteer base for sports events.
  • Communicate sports media partnership agreements to the Sales & Marketing Communications Coordinator.

Administrative Support:

  • Coordinate with the finance department on various programs and track billing and payments.
  • Prepare attendance records, attend committee meetings, and post notes on the industry portal after approval.
  • Assist with prospect research and maintain the database.
  • Contribute to the preparation of monthly and quarterly reports for the sports department.

Marketing and Sales Support:

  • Help organize materials for pre-trade show preparation and assist directors and sales managers with travel arrangements and other logistics.
  • Provide support for site tours and FAMs, including making reservations and preparing necessary materials.
  • Assist in creating PowerPoint presentations and other meeting materials.
  • Work to enhance the visibility of the community within the sports travel market.
  • Collaborate with the Sports marketing department to implement grassroots marketing efforts and digital outreach.
  • Perform additional duties as required.

Event Services and Support:

  • Act as the primary contact for clients after agreements are finalized.
  • Establish and maintain productive relationships with event coordinators and organizers.
  • Assist in maintaining the event management database.
  • Recruit and schedule volunteers for various events.
  • Gather feedback from participants and spectators at events to improve future initiatives.
  • Work closely with the director and sales managers on data collection from events.
  • Manage all aspects of sponsorship sales and distribution for promotional materials.

Qualifications:

  • A minimum of five years of relevant industry experience.
  • Proven experience in an administrative or coordination role, preferably within the tourism sector.
  • Proficient in MS Office Suite and other relevant software.
  • Strong organizational skills with the ability to manage multiple tasks effectively.
  • Excellent written and verbal communication skills with a keen attention to detail.
  • Ability to work independently and collaboratively within a team.
  • Flexibility to adapt to changing priorities and work under tight deadlines.
  • Strong interpersonal skills to engage with both internal teams and external stakeholders.

Requirements:

  • In-depth knowledge of the local area.
  • Ability to communicate professionally and engagingly.
  • Strong customer service skills and conflict management abilities.
  • Capacity to address situations promptly and accurately.
  • Ability to maintain a professional image and effectively welcome diversity.
  • Ability to perform essential job functions without posing a health risk to others.
  • Proficiency in English, both written and spoken.
  • Physical ability to perform tasks as required, including lifting and carrying items.

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