Assistant Manager, Event Management & Logistics

Job Summary

The overall objective of ED&P department is the management of all NYRR event and production operations, from sound logistical and financial planning to safe and efficient execution, while working with the Business Development & Strategic Partnerships, Brand Marketing & Communications and Strategy & Planning departments to develop event models that result in contributing to the overall mission and success the organization. This position will report to the Director, Event Development & Production, with the core responsibility of managing, leading and producing NYRR events properties, including the TCS New York City Marathon. Major Responsibilities: • Assist and manage all aspects of the project life cycle for NYRR events: expense tracking and invoice reconciliation, site planning, permits/approvals, timelines, preparation of logistics, run of shows and scripts, announcer scheduling, stage management, power and sound, live entertainment, staffing, vendor and contract management, execution of sponsorship activation plans and runner engagement activities and event execution. Post-event reconciliation and preparation of reports and recaps. • Supporting roles for the Five Borough Series events and TCS New York City Marathon. • Management and focus on Central Park, Prospect Park and Cross-Country Events. • Develop and create site layouts using Auto Cad Mapping; Visio or similar mapping software. • Oversee ordering of materials from outside vendors; acting as point-of-contact ensuring delivery and placement; processing related vendor payments. • Collaborate with the Runner Services (Customer Service), Warehousing, Production, Race Scoring, Staffing / Volunteer, Hospitality, Broadcast and Medical teams to ensure all plans integrate seamlessly into the overall event operation. • Assist Director with Request for Proposal process, bid analysis and budget preparation for all phases of event production. • Liaison externally with City Agencies (NYC Parks Dept, Central Park Conservancy, Prospect Park Alliance, NYPD, FDNY, The Mayor’s Office, Department of Transportation, Department of Sanitation, MTA) and local communities to ensure successful operation of NYRR events. • Liaison internally with Business Development and Strategic Partnerships (BDSP), Brand Marketing and Communications (BMC), Strategy & Planning (S&P), IT and Finance to ensure the entire organization is together on partner deliverables, brand messaging and runner communications, overall organizational strategy and budgets for NYRR event properties. • Management of year-round event permitting planning and process. • Other duties and department projects as assigned. Position Requirements/Skills: • Bachelor’s Degree required. • 1 to 2 years of event project management experience, preferably in the sports and/or entertainment industries, including a strong logistical/operational and customer service background as well as Run of Show, Scripting and Stage Management Experience. • Must have event site planning and management experience. Working knowledge of event site power, lighting, connectivity and A/V. Previous experience in the NYC event planning landscape is preferred. • Ability to manage to budgets and work within established budgetary guidelines for each event. • Willingness to travel, work various weekends and extended hours as needed. • Excellent written and verbal communication skills. • Must have strong leadership skills and the ability to work effectively in a collaborative team environment; ability to manage part-time staff. • Focused attention to detail. Ability to effectively manage multiple projects simultaneously and thrive in a fast-paced environment. Works well under pressure and tight deadlines. • Ability to lift heavy equipment greater than 25lbs. • Comfortable presenting to organizational senior management. • USATF Official Certification and technical knowledge of road racing preferred. • FEMA Level 100, 200, 700 and 800 training preferred. • CPR/AED and First Aid Certification preferred. • Forklift certification preferred. • Proficient in Microsoft Business Applications; Excel; PowerPoint; Word; Visio and/or AutoCAD preferred. • Proficient in Spanish a plus