The Director of Event Operations is primarily responsible for ensuring that the Palm Beach County Sports Commission delivers exceptional customer service and support to sporting events taking place in Palm Beach County. This will be achieved by thoroughly accessing the needs of events, delivering exceptional customer service, ushering events through the grant process from start to finish, and producing reports on monthly progress of department in relation to annual goals. Additionally, the Director of Event Operations will manage budgetary responsibilities for event production. The position shall have a strong working knowledge of Palm Beach County sport facilities, amenities, and hotels, which are needed to identify potential events that Palm Beach County could host.
The Director of Event Operations is expected to oversee all aspects of an event from the conception to the final details. The Director of Operations will meet with relevant organizational staff to develop event related timelines and project management strategies. The position will also work with management to develop organizational goals and objectives and contribute to the development and implementation of organizational strategies, policies, and practices.
Adhering to a timeline is important and frequent communication with organization members as to the progress of the event is a must. Event project managers should expect frequent travel within a city or community as part of the job description.
Overview of Essential Duties and General Responsibilities:
Possess the ability to develop and manage budgets and ensure projects and events stay within their budgets
Possess excellent people skills and assess team difficulties and complications and deal with such issues effectively and swiftly to maintain a path to project completion and success.
Own good problem-solving skills and superior communication skills
Ability to manage multiple projects in a high pace and fast-moving environment
Deliver exceptional customer service and support to sporting events taking place in Palm Beach County
Service events that have committed to Palm Beach County through work on contractual agreements and funding, finding facilities and host hotels, overseeing logistics and operational coordination, and any other necessary area of event management.
Produce documentation of work to report progress
Distribute grant applications as requested
Assist event rights holders in the completion of grant applications
Research event history independently
Manage the overall grant budget
Assist and support the grant committee in its efforts to determine the disbursement of funds
Administer grant contracts
Evaluate compliance of grant contracts by the event right’s holders
Coordinate the execution of sponsorship benefits as specified in the grant contract
Review and process post-event reports for grant reimbursements
Prepare grant budget and financial reports
Manage and enhance relationships with facility owners, managers, and municipal parks and recreation departments
Research and analyze future facility-related projects for Palm Beach County
Manage and enhance relationships with hoteliers
Assist with the implementation of extended stay programs for applicable tourism events
Track room nights related to sport tourism events
Manage hotel usage reporting and/or rebate collection process with selected events
Assist in the production of other non-contract events upon request
Maintain event files in computer and hard copies up to date
Manage other staff on a project-by-project basis
Attend staff meetings as necessary
Manage the intern hiring process as needed by the operations department
Manage or assist in other projects as needed
Adhere to the policies and procedures as laid out in the employee manuals
Create and strengthen relationships in the sports event community
A Bachelor’s degree in Sports or Business Administration, or in a non-related area with an interest in and commitment to learning about the sports industry.
Excellent interpersonal skills.
Experience in an industry where skills learned can be applied to the current position.
Proficient in Microsoft Word, Excel and PowerPoint preferred.
Proof of the ability to learn new skills, pay attention to detail, work under pressure to meet deadlines, and to show commitment to complete specific tasks.
About Palm Beach County Sports Commission
The Palm Beach County Sports Commission is a private, not-for-profit organization contracted by Palm Beach County to promote and market the County as a sports tourism destination. The Commission brings sporting events and activities to the County, enhances economic impact, stimulates bed tax revenues (primarily in the off-season), and maximizes utilization of County facilities.
The Commission offers a full range of event service support, corporate partnerships, and a local membership program that support its goals. Local, regional, national and international marketing efforts are ongoing by the Commission with sports organizations and event owners. The Commission also produces sports-related programs for the residents of Palm Beach County including the annual Lou Groza Award program, the Palm Beach County Sports Hall of Fame and the Kids Fitness Festival of the Palm Beaches.