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Event Operations Coordinator

2 months ago

Charlotte, North Carolina, United States QuintEvents Full time
Job Overview

Compensation:

About QuintEvents

QuintEvents stands as a premier provider of authorized ticket and hospitality solutions for some of the most prestigious sports and entertainment occasions globally. With its headquarters in Charlotte, North Carolina, and branches in multiple countries, QuintEvents leverages its extensive reach and proprietary technology to drive significant growth. The innovative offerings from QuintEvents empower partner properties to enhance fan engagement and corporate entertainment opportunities, reflecting the high standards and reputation of their brands. QuintEvents proudly manages over 15 official partnerships, catering to more than 90 events, including renowned names like Formula 1, NBA, Kentucky Derby, MotoGP, and more.

Role Summary

As the Event Operations Coordinator, you will play a vital role in ensuring operational excellence by establishing, communicating, and managing standards that equip the event operations team with the necessary tools and information to execute successful events.

Your responsibilities will include fostering operational relationships with both internal teams and external partners, acting as a liaison between the operations department and stakeholders.

To achieve these objectives, you will need to:

  • Exhibit a self-motivated desire to understand the nuances of our department, organization, and event specifics, along with existing systems and processes.
  • Flourish in a dynamic, collaborative team environment.
  • Proactively build and maintain relationships with key stakeholders and partners to enhance cooperation and meet partnership objectives.
  • Identify opportunities for relationship enhancement that align with the strategic goals of the company and collaborate with other teams to leverage these opportunities.
  • Manage multiple projects and responsibilities concurrently while maintaining high standards of quality and meeting deadlines.

Performance Metrics

  • Timeliness and accuracy of task completion.
  • Consistency in collaboration and support for the global team.
  • Strengthening partner relationships through proactive engagement.
  • Meeting or exceeding program deliverables and partnership standards.
  • Effectively incorporating feedback from evaluations into actionable plans.

Reporting Structure

Reports to: Director of Programs

Key Responsibilities

Oversee the program management of multiple assigned programs annually, each encompassing 3 to 5 events.

Operational Relationship Management

  • Develop and maintain effective operational relationships with partners, ensuring they are managed efficiently and beneficially.
  • Assist in gathering and communicating expectations from the Partner and Product Management teams to the Event Operations team.
  • Ensure timely and accurate information transfer from partners to the Event Operations team.
  • Proactively resolve any issues arising in operational relationships with a solution-oriented mindset.
  • Provide regular status updates on all projects to your supervisor and assigned partners.

Internal Coordination

  • Offer expert guidance on partnership details, agreements, and expectations to ensure alignment with operational goals.
  • Support the creation, implementation, and monitoring of established standards and best practices across partnerships.
  • Focus on achieving alignment by defining, communicating, and managing standards to equip the event operations team and external partners for successful execution.
  • Maintain comprehensive documentation of partnership agreements, key contacts, and communication logs.
  • Act as a point of escalation for the operations team within assigned partnerships.

Strategic Planning

  • Implement forward-thinking strategies to address event needs and opportunities, contributing to overall event success.
  • Take charge of gathering, consolidating, and presenting comprehensive feedback and future action plans across the organization.
  • Collaborate with various teams to integrate forward planning efforts and maintain a cohesive execution approach.
  • Anticipate planning needs for upcoming events within assigned partnerships.
  • Engage in product ideation and feasibility assessments during the launch of new products or activations, ensuring adherence to budget and partnership expectations.

Qualifications

Education and Experience

  • Minimum of 3 years of experience in event planning and account management, preferably in sporting events, entertainment, or live experiences.
  • Experience managing budgets of at least $500,000, with a preference for experience with variable budgets.
  • Background across multiple sectors (agency, venue, league, corporate) is preferred.
  • Demonstrated success in project management.
  • Bachelor's degree or higher in Hospitality Management, Business, Marketing, or a related field.
  • Proficient in computer applications, including Excel, CRM software, and project management tools.
  • Bi/multilingual candidates are preferred.

Interpersonal Skills and Attributes

  • Ability to manage multiple tasks in a fast-paced, deadline-driven environment.
  • Strong time management and prioritization abilities.
  • Highly adaptable and capable of making decisions in changing situations.
  • Self-directed with a strong initiative.
  • Innovative problem-solving skills.
  • A collaborative team player with exceptional relationship-building skills.

Physical Requirements

  • Prolonged periods of sitting at a desk and working on a computer.
  • Extensive walking and standing for extended periods during events.
  • Ability to lift up to 30 pounds.
  • Full-time in-person role based in Charlotte, NC.
  • Flexibility to work long hours and weekends as needed, with the ability to travel up to 20% of the time.
  • Must be eligible to travel internationally.
  • Must be authorized to work in the United States.