Event Brand Specialist

Position Purpose: Provide event management administrative support for the brand managers and company owners with planning and organizing championship events. Other related duties as assigned.

Key Responsibility: Serves as the internal administrator specializing in Event and Travel administration for employees, sub contractors and vendors.

Essential Job Duties:

Event Administration

• Develop procedures and criteria for all events to include but not limited to event binder organization, process mapping for events and material procurement.
• Organize and approve Food and Beverage Event Requests
• Assist with site evaluation and event expansion.
• Design event budget templates for Brand Manager utilization. Adjust projections as requested.
• Troubleshoot and resolve internal administrative deficiencies.
• Coordinate vendor contract communication and correspondence.

Travel Administration

• Design and implement travel date guidelines and destinations.
• Schedule all events with a designated travel agency.
• Negotiate terms and conditions of travel agreements with the travel agency.
• Oversee the travel management system for new and existing staff / judges to include new account set upon completion the compliance process; to include but limited to:
• Ensure staff / judges book their flights in the appropriate time frame, and adhere to travel cost policies.
• Approve/ deny flight itineraries exceeding the preset budget guidelines.
• Analyze travel financial information and set best practices to ensure cost efficiencies.
• Oversee hotel bookings for all judges and staff for all events.
• Assign check in check out dates per flights booked.
• Verify the hotel bill for billing accuracy post check-out.

Travel & Event Pay Expectations

• The position requires onsite support for 6-8 designated events per season. Additional events may be added as labor requirements are identified.
• Event pay will be provided for assigned events as “Core Staff” and will be recorded and will be distributed in the following manner:
• Event Bonus: Fixed amount provided for services rendered for the primary brand events. The compensation will be considered taxable income as a W-2 employee
• Contracted Pay: Fixed amount provided for services rendered for non employed brands. The compensation will be considered non-taxable as the company will not be responsible for withholding taxes.
• The amount of compensation will be determined and published prior to the start of the event season.

General Administration for Brands

• Purchasing/ordering for all brands - Revolution, Rockstar, Celebrity.
• Heading the design process for all backdrops, banners, awards, prizes for all brands - Revolution, Rockstar, Celebrity.
• Communicating needs / wants with warehouse
• Weekly email marketing for each brand / communicate website updates as necessary - Revolution, Rockstar, Celebrity.
• Communication with production on needs (pre-event planning, ie floorplans, connecting production with venues, etc.)
• Obtain COIs and other necessary documents for all events - send to venues pre event.
• Send deposits, payments, to venues, vendors, contracted colleges, etc.
• Set contracts with venues, vendors, additional workers. (ex. Videographers ,etc.)
• Head ticketing specifications per brand - Revolution, Rockstar, Celebrity.
• Handle monthly bills in the office (rent, internet, phone, etc.).

Job Type: Full-time

Pay: $42,000.00 - $48,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Payment frequency:

• Paid weekly

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Application Question(s):

• What event related skills do you possess?

Experience:

• Event planning: 2 years (Preferred)

Willingness to travel:

• 25% (Required)

Work Location: Remote