Title: Event Coordinator/Trail Secretary
Reports to: Executive Director
Schedule: Full-time (32 hours/week)
Will flex up to 40+ hours/week and include weekends and holidays during event season
FLSA: Non-exempt – Hourly
Purpose: In support of GMHA’s mission, provides management and support for specified competitive events.
Key Responsibilities:
Event Management
Manage GMHA’s schooling events and others as assigned, including:
- Planning and Budgeting
- Creating prize lists and event programs, and content for GMHA email and social media marketing.
- Securing awards and prizes; ordering ribbons
- Hiring Officials and event staff; managing contracts and coordinating logistics
- Processing entries and preparing any needed pre-event materials (packets, etc)
- Communicating grounds needs to the Grounds Crew
- Arranging catering/food service for the event
- Assuring relevant scheduling and stabling assignments are completed in a timely manner and communicated to the competitors
- Recruiting and managing volunteers
- Being onsite to manage the event and communicate with officials, staff, volunteers and competitors; troubleshoot as needed
- Assuring results and financial close-outs are reported as required
- Assuring the quality and safety of the event
- Preparing the after-event survey seeking competitor feedback
- Other duties as assigned
Event Support
Under the guidance of the Event Manager provide support including:
- Arranging award and prize displays
- Organizing volunteers and volunteer materials
- Communicating catering needs
- Securing event materials as needed
- Providing logistical support and management duties (as assigned) prior to and during events
- Other duties as assigned
Trail Secretary
Working with the Trails Manager, provide secretarial support including:
- Processing entries, preparing packets, serving as the contact person, check in competitors, man the office, assign stabling, submit income and expense to the Bookkeeper.
- Working a flexible schedule to include weekends as required in order to provide support to show/trail ride organizers
Skills, Knowledge & Qualifications:
- Ability to command the respect of board members, staff, competitors, volunteers, etc.
- Ability to motivate and work effectively with volunteers, groups and individuals.
- Excellent oral and written communication skills.
- Demonstrated creative planning, organizational and problem solving skills.
- Ability to organize own work, coordinate projects with others, and manage multiple projects simultaneously.
- Proficient technical skills with a willingness to learn new technologies.
- Knowledge of equestrian events and their governing bodies
- Excellent interpersonal and communication skills and a personable manner towards supervisors, staff, clients, suppliers, and the general public
- Ability to interact with others with tact and diplomacy
- Initiative, sound judgment and ability to work independently
- Honesty, reliability, and a good work ethic
Please send resume and cover letter to Tracy Ostler.
Application deadline Monday, November 28.