Special events and coordinator

General

Belleayre is seeking a highly energetic and engaging planner to join our fun and busy environment as a Special Events & Sponsorship Coordinator. Reporting to the Belleayre Marketing Manager, this role is responsible for generating, planning, directing, and coordinating special events, activities, festivals, weddings, and meetings. Additionally, this individual will identify, solicit, cultivate, and execute sponsorships and advertising opportunities for Belleayre. The ideal candidate is a detail-oriented individual with excellent organizational and communication skills. They will also develop innovative ideas and have the ability to multitask effectively in a dynamic environment.

Duties and Responsibilities

Event Planning & Execution:

• Oversee and coordinate all aspects of planning and executing events, including space arrangements, budgeting, contracting, logistics, and service coordination.
• Identify requirements and expectations for each event and ensure they are met.
• Coordinate and direct the setup, breakdown, and decoration for all events.
• Coordinate staff, volunteers, and third parties to ensure smooth execution.
• Work closely with on-mountain departments to meet all event logistical needs, such as catering, equipment, technology, electrical, etc.
• Ensure high levels of customer satisfaction by creating welcoming, engaging, and well-executed event experiences for all guests.

Vendor & Stakeholder Management:

• Liaise with vendors, exhibitors, sponsors, and other stakeholders.
• Research and select vendors based on creativity, quality, cost-effectiveness, and delivery of the Olympic Authority’s mission.
• Actively pursue opportunities to host third party events at the mountain and ensure they align with Belleayre's objectives.

Sponsorship, Sales, & Advertising Development:

• Work independently and in conjunction with the ORDA Sponsorship Team to identify potential sponsorship/advertising opportunities and cultivate relationships with sponsors and businesses to secure partnerships.
• Create tailored packages and proposals, and negotiate agreements to maximize revenue.
• Generate leads, conduct outreach, and engage potential customers through calls, emails, and in-person meetings to present tailored solutions to drive sales.
• Manage all aspects of sponsorship/advertising activation and deliverables to ensure partner satisfaction.

Marketing & Promotion:

• Help develop marketing materials to promote events and attract attendees.
• Collaborate with the marketing team to increase event and sponsor visibility through various channels, including social media, email campaigns, Belleayre and partner websites, and regional outreach.
• Participate in and support other marketing initiatives, including content for ongoing social media, assistance with snow reporting, attending trade shows, and providing outstanding customer service.
• Assist with Group Sales efforts by helping to identify and solicit sales opportunities, securing reservations, and following up with group leaders about their experience

Community Relations & Regional Outreach:

• Act as a liaison with the Belleayre Region to build community relationships and foster partnerships.
• Represent Belleayre at local meetings and events to increase visibility and engagement.

Financial Management, Event Evaluation, Reporting:

• Maintain and monitor event budgets, ensuring all expenses are tracked and controlled.
• Assess the financial success of events and submit post-event reports with findings and recommendations.
• Maintain records/reports on each event’s attendance, financial performance, and overall effectiveness.
• Gather and analyze post-event feedback to inform future planning and improve guest satisfaction.

Compliance & Safety:

• Assist with the management of liability and legal waivers related to events.
• Ensure all events comply with health and safety regulations and Belleayre's standards.
• Ensure all events and vendors comply with insurance and permitting requirements.

Skills and Qualifications:

Education:

• Bachelor's degree in marketing, communication, business administration, or a related field.

Knowledge and Skills:

• Minimum of five years of experience in sales, marketing, or event planning.
• Exceptional communication and interpersonal skills.
• Positive, enthusiastic attitude with a proactive approach to work.
• Proficiency in Microsoft Word and Excel, including the ability to create spreadsheets for budgeting and data management.
• Experience with accounting and budgeting processes.
• Strong organizational skills with the ability to work independently and complete tasks with minimal supervision.
• Ability to ski or snowboard on all terrain (preferred).

Licensing Requirement:

• Valid New York State Driver's License.

Working Conditions:

• Must be comfortable working both indoors and outdoors in various weather conditions.
• Willingness to handle paperwork as well as occasional manual labor in event preparation.
• Flexibility to work weekends, holidays, and evenings as needed

Physical Demands:

• Ability to sit, stand, walk, bend, lift, and carry items weighing up to 50 pounds.
• Manual dexterity to operate standard office equipment.

Salary Range and Benefits:

The salary range for this position is $50,545 to $72,785. The hiring range for this specific position is $50,545 - $56,000 per year. Final offer will be within the hiring range and will be dependent on qualifications and experience.

The Olympic Authority offers an excellent benefits package that includes paid leave (paid parental, sick, vacation, and personal time); paid holidays; health, dental, and vision insurances; long term disability and supplemental life insurance at preferred rates; participation in the NYS and Local Retirement Systems; and optional participation in NYS Deferred Compensation.

Interested Candidates should email a letter of interest and resume with the subject heading,

“Special Events & Sponsorships Coordinator” to:

[email protected]

Any offer of employment will be contingent upon the completion of a successful background check in accordance with the Olympic Authority’s Background Check Policy:

Background checks will be conducted by a Third-Party Administrator of the Olympic Authority’s choosing in compliance with the requirements of the New York State Fair Credit Reporting Act (General Business Law § 380) and the Federal Fair Credit Reporting Act (15 U.S.C. § 1681).

The Olympic Authority is an Affirmative Action/Equal Opportunity Employer

Pursuant to Executive Order 161, no State entity is permitted to ask or to mandate, in any form, that an applicant for employment provide either their current compensation or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If any such information has been requested before the appropriate time, you may contact the Office of Employee Relations at (518) 474-6988 or via email at [email protected].

Job Type: Full-time

Pay: $50,545.00 - $56,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person