Event Director - Driving Experience

Event Director - Driving Experience

Company
Circuit of The Americas
Date Posted
15th September 2018
Reference
EDDE
Sector
Events
Location
Austin, Texas / USA
Salary
Competitive Salary

The Driving Experience Event Director is responsible for working with COTA Driving Experience clients on planning and facilitating their on-track events. The Driving Experience Event Director will establish and maintain relationships with internal and external partners to execute and fulfill overall event objectives.

This position requires exceptional customer service skills, attention to detail, flexibility and teamwork. The Driving Experience Event Director is an exempt position that reports to the Vice President of Business Development.

 

Essential Functions:

  • Manage relationships between COTA and Driving Experience event clients and/or potential clients
  • Promote and provide exceptional customer service with a team player attitude
  • Serves as coordinator and main point of contact for any Audi-sponsored programs and/or events held at the Audi Forum COTA (Suite 206)
  • Liaise with Lead Instructor and VP of Business Development as needed for all aspects of the driving experience event creation and implementation
  • Liaise with Lead Instructor & Mechanic as needed to overview vehicle logistics, safety checks, maintenance and program supply
  • Work with internal departments (operations, sponsorship, IT and AV, catering, etc.) to confirm event requirements are addressed and met, and to ensure seamless implementation of each event for the client
  • Identify all necessary items needed for COTA Driving Experience and work with client on best pricing.
  • Coordinate delivery of appropriate event signage and displays with display property management supplier.
  • Coordinate all logistics and event elements specific to the COTA Driving Experience programs such as support staffing, setup, space needs, schedule, technical requirements, catering requirements.
  • Interact with COTA’s exclusive food and beverage provider to ensure product and delivery of service is consistent with client’s expectations
  • Create custom Banquet Event Orders (BEO) and room diagrams for each event as needed
  • Coordinate and manage driving experience registration and reception area
  • Collect surveys and track attendee demographics, including email, phone and mailing address and data capture information where provided
  • Working knowledge of event booking software, assist with event calendar maintenance
  • Organize weekly COTA Driving Experience meeting
  • Attend weekly BEO Calendar meeting and department monthly meeting
  • Manage budgeting expenses, revenues and invoicing
  • Liaise with Lead Instructor and report to VP of Business Development for incident reports, vehicles and property damage during DE programs
  • Track and submit driving experience team members PTO request and submit to VP of Business
  • Development and Human Resources for approval.
  • Effectively communicate event details to all necessary departments
  • Provide on-site presence during COTA Driving Experience events
  • Track scheduling, facility maintenance, uniform management and emergency services
  • Assist and support COTA Driving Experience team
  • Additional tasks as assigned for support and planning of driving experience events

 

Knowledge, Skills and Abilities:

  • Ability to effectively present information to clients and Company staff
  • Polished and articulate with strong interpersonal skills
  • Proficient in Microsoft Office including Visio, and event management programs
  • Ability to make timely and sound decisions affecting client’s track experience
  • Possess excellent organizational skills with ability to problem solve and work independently in a fast-paced environment
  • Adhere to all COTA policies including, but not limited to safety practices and accounting procedures
  • Strong working knowledge of policies, procedures and practices used in motorsports

 

Requirements:

  • Bachelor’s degree in related field; preferable emphasis in sports management, hospitality, and event planning
  • Three or more years of event coordination or equivalent combination of education and experience
  • Ability to work nights and weekends as needed

 

Physical Demands:

  • Ability to stand, walk, sit, use of hands to handle, or feel, reach with hands and arms
  • Ability to lift and/ or move up to 25 pounds
  • Specific vision abilities required by this job include close vision and distance vision

 

Work Environment:

  • The noise level in the work environment is usually moderate, however, during events, the noise level may be loud

 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

All applicants must be US Citizens or have the relevant Visa / work permit

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