Seasonal Coordinator for VIP Services

2 weeks ago

Del Valle, Texas, United States CIRCUIT OF THE AMERICAS LLC Full time
Job Overview

Position: VIP Experience Coordinator (Part-Time Seasonal)

Circuit of The Americas (COTA) is a premier entertainment venue known for hosting exceptional events in the heart of Austin, TX. Our diverse portfolio includes major racing events and live concerts, drawing fans from around the globe.

Role Summary:

We are seeking a dedicated and enthusiastic Part-Time Seasonal VIP Experience Coordinator to support the planning and execution of VIP and hospitality initiatives for artists, as well as various events at our venue. This role will also involve participation in other concerts, festivals, and racing events held at our facility.

Key Responsibilities:

  • Assist the Event Manager in the planning and coordination of VIP programs and venue activations.
  • Engage in discussions and site visits with clients to ensure seamless event execution.
  • Manage logistical needs including staffing and equipment rentals in collaboration with clients.
  • Act as the primary contact on the day of the event for clients, venue staff, and vendors.
  • Conduct pre-event walkthroughs to confirm schedules, setups, and financial agreements.
  • Oversee event flow and ensure all setup requirements are met to guarantee a successful experience.
  • Maintain a thorough understanding of venue operations and ensure adherence to all regulations and agreements.
  • Coordinate vendor logistics including load-in and load-out processes.
  • Proactively identify and resolve potential issues, ensuring smooth event operations.
  • Prepare post-event documentation and maintain an organized database of event materials.
  • Support other roles within the Event Team as necessary, including artist and vendor check-in.
  • Participate in all pre-event staff meetings to ensure alignment and readiness.
  • Perform additional duties as assigned.

Qualifications:

  • Strong analytical and creative problem-solving skills; adaptable and approachable with a solid understanding of operational processes.
  • A minimum of 2 years of experience in event management, production, or related fields.
  • Proven ability to work effectively with clients, VIPs, and high-profile individuals.
  • Exceptional communication skills, with the ability to convey ideas clearly and effectively.
  • Knowledge of food and beverage service principles.
  • Ability to maintain professionalism and composure in high-pressure situations.
  • Proficient in Microsoft Office Suite and other relevant technology platforms.
  • Reliable transportation is necessary due to the venue's location.
  • High School Diploma or equivalent; some college education preferred.
  • Eligibility to work in the United States is required.

Physical Requirements:

  • This position may require extended periods of standing and working in various weather conditions.
  • Ability to lift up to 20 lbs and assist with event setup as needed.
  • Comfortable navigating different terrains and environments during events.

Work Environment:

  • Moderate noise levels, with potential for increased noise during events.
  • Outdoor events may involve movement between temporary structures and various surfaces.
  • Reasonable accommodations will be made for individuals with disabilities to perform essential job functions.

Diversity and Inclusion: COTA is committed to fostering an inclusive workplace and encourages applications from individuals of all backgrounds.

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