Events Manager

Events Manager Position at SPIRE Academy

SPIRE Academy is an elite sports and education organization dedicated to developing student-athletes through the integration of academics, athletic performance, mindset development, and life skills. Operating a large, multi-building campus, SPIRE is a fast-paced, sports-oriented training and events facility serving a diverse community of student-athletes, families, coaches, faculty, staff, and guests. We are seeking a highly organized, proactive, and customer-service-focused Events Manager to orchestrate a wide range of events, from elite sporting competitions and tournaments to conferences, meetings, and banquets. This role is crucial in ensuring every event reflects SPIRE's commitment to excellence and provides an exceptional experience for all participants.

The Events Manager is responsible for the comprehensive planning, coordination, execution, and post-event follow-up for all assigned sporting events, tournaments, competitions, conferences, and other facility events. This individual serves as the primary point of contact for event clients, collaborating closely with internal departments, coaches, officials, vendors, and facility personnel to ensure seamless and professionally executed events. The ideal candidate thrives in a dynamic, fast-paced sports environment, managing multiple priorities with exceptional attention to detail.

Key Responsibilities

• Event Planning & Coordination: Lead the comprehensive planning and coordination of assigned events from initial booking through completion. Develop and maintain detailed event plans, timelines, schedules, and operational checklists. Work with clients to identify needs, expectations, and facility requirements, coordinating space, equipment, and resources. Ensure clear communication of event details to all relevant departments and stakeholders.
• Event Operations & On-Site Management: Oversee event setup, execution, and breakdown. Conduct pre-event facility walkthroughs to ensure readiness. Coordinate staffing requirements, equipment placement, and signage. Monitor event operations, proactively resolving issues and serving as the primary on-site venue representative. Manage crowd flow, parking, admissions, and credentialing. Coordinate event changes and emergencies with appropriate personnel.
• Client & Stakeholder Relations: Build and maintain strong relationships with event organizers, teams, leagues, and corporate partners. Respond promptly and professionally to client inquiries, providing clear information on facility policies and services. Anticipate client needs, address concerns proactively, and conduct post-event follow-up to gather feedback and identify improvements.
• Vendor & Staff Coordination: Coordinate with outside vendors, contractors, officials, and caterers, ensuring compliance with venue policies and contractual requirements. Assist with determining event staffing needs and coordinate internal staff, interns, and volunteers, providing clear instructions and monitoring performance.
• Safety & Risk Management: Maintain a strong awareness of facility safety and emergency procedures, ensuring all events comply with venue policies and safety requirements. Report facility, equipment, or security concerns immediately and assist with emergency response as needed, coordinating with security and medical personnel.
• Financial & Administrative Support: Assist with event budgets, estimates, purchase orders, and expense tracking. Document contracted services and additional charges. Coordinate the collection of event-related fees and assist with post-event financial reconciliation.
• Marketing & Promotion Support: Coordinate with the marketing team on event needs, assisting with signage, promotional materials, and sponsor recognition to enhance event visibility.
• Post-Event Management: Coordinate event breakdown and facility reset. Conduct post-event walkthroughs, ensure equipment is returned, and complete event reports and operational notes.
• Event & After-Hours Support: Be available to provide or coordinate technology and operational support during athletic competitions, camps, major events, system upgrades, or emergencies, which may occur during evenings or weekends.

Required Qualifications

• 2+ years of progressively responsible experience in event management, sports operations, hospitality, or a related field.
• Demonstrated ability to plan, coordinate, and execute events from start to finish.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proven customer service and interpersonal skills.
• Ability to manage multiple projects and deadlines simultaneously in a fast-paced environment.
• Strong problem-solving and decision-making abilities.
• Proficiency with Microsoft Office, Google Workspace, or comparable software.
• Ability to work flexible hours, including evenings, weekends, and holidays, based on event schedules.

Preferred Qualifications

• Bachelor's degree in Sports Management, Hospitality, Event Management, Business, Recreation, Communications, or a related field.
• Experience working in a sports complex, athletic facility, convention center, or similar venue.
• Experience managing tournaments, competitions, camps, or large-scale sporting events.
• Experience with event-management or facility-booking software.
• Experience managing vendors, volunteers, and temporary event staff.

Key Competencies

• Leadership & Accountability: Takes ownership of events and drives successful outcomes.
• Exceptional Customer Service: Committed to providing outstanding experiences for clients and attendees.
• Organization & Attention to Detail: Meticulous in planning and execution.
• Communication: Clearly conveys information and builds strong relationships.
• Problem Solving: Proactively identifies and resolves issues efficiently.
• Time Management: Effectively prioritizes tasks and manages multiple deadlines.
• Teamwork & Collaboration: Works effectively with diverse internal and external teams.
• Adaptability: Thrives in a dynamic, fast-paced environment with changing priorities.
• Professionalism: Maintains a high standard of conduct and representation.
• Event Execution: Ensures smooth and successful event delivery.
• Ability to Remain Calm Under Pressure: Manages challenges effectively during live events.

This position operates in a fast-paced sports and entertainment environment, requiring frequent interaction with athletes, coaches, parents, spectators, clients, vendors, and facility staff. The role may involve extended periods of standing and walking, working indoors and outdoors, and in loud or crowded environments. The ability to work evenings, weekends, and holidays, as well as extended hours during major events and to respond to last-minute changes, is essential.

Within the first 90 days, the Events Manager is expected to:

• Complete an assessment of current event processes and documentation.
• Establish clear communication channels with key internal departments and external clients.
• Successfully execute assigned events, demonstrating strong organizational skills.
• Begin building relationships with recurring clients and vendors.
• Identify initial opportunities for process improvements in event planning or execution.

Within the first year, the Events Manager should establish a sustainable framework for event management, consistently delivering high-quality events, fostering positive client relationships, and contributing to SPIRE's reputation as a premier event host.