What are the responsibilities and job description for the Event Business Operations & Experience Lead position at New York Road Runners?
About NYRR
New York Road Runners (NYRR) was founded in 1958 when a small group of passionate runners vowed to bring running to the people, and has grown from a local running club into the world’s premier community running organization. NYRR’s mission is to help and inspire through running, aiming to empower people of all ages and abilities to improve their health and well-being through the power of running and fitness.
NYRR’s year-round offerings of races, community events, programs, and training resources provide hundreds of thousands of people with the motivation, know-how, and opportunities to start running and keep running for life. NYRR’s premier event, the famed TCS New York City Marathon, attracts the world’s top professional runners and committed amateurs alike, while also raising millions of dollars annually for charity and driving economic impact for New York City. NYRR is equally committed to the runners of tomorrow, passionately providing youth fitness programs that educate and inspire children in underserved communities in New York City, nationwide, and around the world.
Headquartered in New York City, NYRR is a 501(c)(3) organization. To learn more, please visit www.nyrr.org.
New York Road Runners is an Equal Opportunity Employer
About the Department
Our Event Development and Production department develops and produces NYRR events from concept all the way through execution in alignment with NYRR’s mission. The TCS New York City Marathon, United Airlines NYC Half and the Royal Bank of Canada Brooklyn Half are just a few of the 40 adult events and 30 Rising New York Road Runner youth events produced by the team each year. The team is responsible for the entire event operation including physical site management, timing and scoring operations, volunteer management, hospitality and special events, safety and security, management of our warehouse and all race collateral, city and state agency relationship management, and permitting.
About the Position
The Event Business Operations & Experience Lead will be responsible for overseeing and managing special projects and event initiatives from inception through completion. It is a dynamic role, touching many aspects of the production of our events. This position encompasses a few different verticals:
- Department business operations – budgeting and procurement, departmental goal planning, meeting management, and day-to-day administrative tasks
- Special Projects and initiatives – developing project needs and timeline, facilitating industry research, obtaining quotes and managing vendor relationships
- Best practice and process development – managing the development of standard operating procedures and other departmental plans
Through these verticals, this position will be instrumental in helping the team bring new ideas to life and institute operational changes. For example, some recent projects include the rebrand of the TCS NYC Marathon, the creation of the TCS NYC Marathon After Party, and the implementation of a new awards stage area for the TCS NYC Marathon. In addition to these large projects, this role will support smaller projects and tasks that help standardize our internal processes.
This role requires exceptional organizational skills, attention to detail, and the ability to work collaboratively with various stakeholders. The successful candidate will be a proactive problem solver with a passion for delivering high-quality events and experiences that exceed expectations.
Job Responsibilities
Planning and Execution:
- Develop project plans for various special events and initiatives, keeping in mind departmental and organizational goals. This includes timelines, budgets, and resource allocation.
- Monitor project or event progress and address any issues or changes that arise.
- Coordinate with key stakeholders, such as vendors and internal teams, to ensure all requirements are met.
- As needed, work with the procurement team to negotiate with vendors and suppliers to secure services and materials.
Stakeholder Management:
- As assigned, serve as the point of contact for stakeholders, providing regular updates to manage expectations.
- Collaborate with key departmental stakeholders to define project priorities and required resources.
- Facilitate communication between stakeholders and project teams to resolve issues and address concerns.
Budget Development and Tracking:
- Develop and manage project or event budgets, ensuring cost-effective solutions and adherence to financial parameters.
- Track expenses and reconcile budgets in a timely fashion.
- Create contracts and purchase orders as needed to secure vendors, contractors, or equipment.
Post-Event Evaluation:
- Gather feedback from various stakeholders and team members to inform future events and projects.
- Prepare and present detailed reports on event outcomes and financials.
On-Site Event Management:
- Oversee event setup and execution, ensuring that all elements are in place and functioning smoothly.
- Manage event staff and volunteers, providing direction and support as needed.
- Troubleshoot any issues that arise during the event and implement solutions promptly.
Job Requirements
Experience:
- Minimum of 3-5 years in event planning or project management
- Keen awareness of process and what needs to happen to efficiently manage many moving parts of equal importance
- Ability to effectively handle multiple projects at any given time and work under tight deadlines
- Calm, cool, collected team player able to work positively in a busy environment
Skills and Attributes:
- Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook)
- Strong attention to detail
- Excellent written and verbal communication skills
- Certification in project management (e.g., CMP, CSEP) is a plus, but not required
Other Requirements:
- Willingness to work in an outdoor environment (nights and weekends), and to jump in and support in whatever capacity necessary at events
- Highly organized, detail oriented, timeline focused attitude
- Independent, organized, and driven professional, able to self-motivate and innovate
- All staff are required to work the NYC Half Marathon, Brooklyn Half Marathon, and the TCS NYC Marathon.
- Must be able to lift up to 25 lbs
Salary: 72K
NYRR requires all employees to be vaccinated against COVID-19 unless approved for a medical or religious exemption
