Athletic Events Coordinator

2 weeks 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, with a specific focus on sports-related initiatives. This position is pivotal in providing administrative and operational assistance to effectively promote and market the destination.

Core Responsibilities:

  • Coordinate logistics and planning for conference sponsorships in collaboration with supervisors and the Events team as necessary.
  • Establish and nurture relationships with local service providers, including hotels, transportation firms, and tour operators to guarantee outstanding service for clients and stakeholders.
  • Oversee the planning, coordination, and execution of all sporting events hosted in the area, ensuring all client requests are met.
  • Stay informed on trends within the sports tourism sector and propose enhancements to improve client satisfaction.
  • Assist in the execution of sports department trade shows and sponsorship activities, ensuring proper inventory management and shipping logistics.
  • Support sports Familiarization Tours (FAMs), events, and other in-market conferences.
  • Collaborate with the Sales & Analytics Coordinator to prepare monthly sales reports.
  • Manage promotional item inventory in partnership with the destination services team.
  • Contribute to the development and maintenance of a volunteer network for sports events.
  • Communicate details of sports media partnership agreements to the Sales & Marketing Communications Coordinator.

Administrative Support:

  • Collaborate with the finance department on various programs and track billing and payments.
  • Prepare attendance documentation, attend committee meetings, and post minutes on the industry portal after approval.
  • Assist with prospect research and database management.
  • Participate 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 and other logistical details.
  • Provide additional 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 community visibility within the sports travel market.
  • Collaborate with the Sports marketing department to implement grassroots marketing strategies and digital outreach to boost attendance.
  • Perform additional duties as required.

Event Services and Support:

  • Act as the primary contact for clients post-agreement finalization.
  • Develop and maintain productive relationships with event coordinators and organizers.
  • Assist in managing the Simpleview database.
  • Recruit and schedule volunteers for events.
  • Manage volunteer information within the Simpleview system.
  • Meet with sports event representatives to provide relevant information.
  • Gather feedback from participants and spectators at events.
  • Collaborate with directors and volunteers on data collection and research from events.
  • Oversee all aspects of sponsorship sales and distribution for promotional items.

Qualifications:

  • A minimum of five years of relevant industry experience.
  • Demonstrated experience as an administrative assistant or coordinator, ideally within the tourism sector.
  • Proficient in MS Office Suite and other relevant software.
  • Ability to learn and utilize Simpleview (CRM) and Hive.
  • Exceptional organizational skills with the capacity to manage multiple priorities effectively.
  • Strong 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.
  • Excellent interpersonal skills for engaging with both internal teams and external partners.

Additional Requirements:

  • Advanced knowledge of the local area.
  • Professional and engaging communication skills.
  • Understanding of general office practices.
  • Outstanding customer service abilities.
  • Strong conflict management skills.
  • Ability to respond to situations with accuracy and integrity.
  • Professional demeanor and appearance.
  • Ability to communicate effectively with a diverse range of individuals.
  • Capacity to embrace diversity among colleagues and clients.
  • Ability to perform essential job functions safely and effectively.
  • Proficiency in English, both written and spoken.
  • Physical capability to perform job-related tasks, including lifting and carrying items as needed.

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