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Athletic Events Coordinator

2 months ago

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

Position Overview:

A highly organized and detail-focused professional is sought to fulfill the role of Administrative Assistant within the Sales division of the Branson/Lakes Area Chamber of Commerce, specifically with a focus on sports-related initiatives. This position is crucial in providing administrative and operational support to effectively promote and market the destination.

Core Responsibilities:

  • Assist in the logistics and planning of sponsorships for conferences in partnership with supervisors and the Destination Service & Events team as required.
  • Build and sustain relationships with local service providers, including hotels, transportation firms, and tour operators to guarantee outstanding service for clients and rights-holders.
  • Oversee the planning, coordination, and execution of all elements related to sporting events hosted in the area, ensuring all client requests are met.
  • Stay informed on trends within the sports tourism sector and provide suggestions for enhancements to improve client experiences.
  • Support the execution of sports department tradeshows and sponsorship activities, ensuring all materials are inventoried, shipped timely, and that shipping details are accurate.
  • Assist with sports Familiarization Tours (FAMs), events, and other in-market conferences.
  • Collaborate with the Sales & Analytics Coordinator to prepare monthly sales reports.
  • Manage the inventory of promotional items in conjunction with the destination services team.
  • Contribute to the development and upkeep of a volunteer network for sports events in the area.
  • Communicate details of sports media partnership agreements to the Sales & Marketing Communications Coordinator.

Administrative Support:

  • Coordinate with the finance department on various programs (e.g., Athlete Program) and monitor billing and payments.
  • Prepare attendance records, participate in committee meetings, and post notes on the industry portal following approval from the Director.
  • Assist with research on potential clients and maintain the database.
  • Collaborate in the preparation of monthly and quarterly reports for the sports division.

Marketing and Sales Assistance:

  • Support pre-trade show preparations by organizing materials for shipment and assisting directors and sales managers with travel arrangements, customs documentation, gift baskets, and other logistical needs.
  • Provide additional assistance during site tours and FAMs, including making hotel bookings, securing tickets for shows and attractions, and preparing necessary materials.
  • Help create PowerPoint presentations and other meeting materials.
  • Work to enhance the visibility of the community within the sports travel market.
  • Collaborate with various sectors of the Sports marketing department to implement grassroots marketing initiatives, social media outreach, and digital marketing strategies to boost attendance.
  • Perform additional responsibilities as required.

Event Services and Support:

  • Act as the primary contact for clients once agreements are finalized.
  • Establish and maintain effective relationships with event coordinators and organizers.
  • Assist in the upkeep of the Simpleview database.
  • Recruit and schedule volunteers for events.
  • Manage volunteer records within Simpleview.
  • Meet with sports event representatives to provide pertinent information.
  • Gather feedback from participants and spectators at events through coordinated research.
  • Work closely with the director, sales managers, and volunteers/students on data collection from events.
  • Distribute information regarding sponsorship sales for sports department initiatives.
  • Oversee all aspects of sponsorship sales, distribution, and media components.

Qualifications:

  • A minimum of five years of relevant industry experience.
  • Demonstrated experience as an administrative assistant, coordinator, or in a similar capacity, preferably within the tourism sector.
  • Proficient in MS Office Suite (Word, Excel, PowerPoint) and other relevant software.
  • Ability to become proficient in Simpleview (CRM) and Hive if not already.
  • Exceptional organizational abilities with the capacity to manage multiple tasks and prioritize effectively.
  • Strong written and verbal communication skills, with a keen attention to detail.
  • Ability to work independently as well as collaboratively within a team setting.
  • Flexibility to adapt to changing priorities and work under tight deadlines.
  • Excellent interpersonal skills for interaction with both internal teams and external stakeholders.

Essential Requirements:

  • Advanced knowledge of the Branson area.
  • Ability to communicate in a professional and engaging manner.
  • Familiarity with general office practices.
  • Outstanding customer service skills.
  • Strong interpersonal skills, including conflict resolution capabilities.
  • Ability to address situations as they arise and respond with accuracy and integrity.
  • Ability to present a professional image.
  • Effective communication skills to engage with customers, vendors, employees, and other company contacts.
  • Ability to embrace diversity among employees, customers, members, vendors, and the community.
  • Capacity to perform essential job functions without posing a direct threat to the health and safety of others.
  • Proficiency in speaking, reading, and writing in English.
  • Ability to hold and grip objects.
  • Consistent ability to sit for extended periods.
  • Frequent walking within the office and off-site as necessary.
  • Visual acuity sufficient for computer operation.
  • Hearing ability adequate for in-person and telephone communication.
  • Occasional bending, squatting, sorting, kneeling, and reaching as required for tasks such as retrieving materials.
  • Occasional lifting, carrying, pushing, or pulling of objects up to thirty pounds.
  • Ability to climb stairs while carrying objects weighing up to thirty pounds.