Event Manager

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.