Event Manager- Firebird Motorsports Park

Job Description

Job Description

Summary:

The Event Manager works closely with inbound and outbound clients and Firebird operational teams to ensure the successful planning and execution of events at Firebird Motorsports Park. This role is responsible for coordinating, organizing, and executing motorsports-related events, sponsored activations, corporate group events, and large-scale productions. This position is highly focused on the unique operational, safety, and logistical needs of a live motorsports environment while delivering a seamless guest and client experience.

Responsibilities:

Event Planning and Execution:

• Coordinate the end-to-end planning and execution of Firebird events including races, motorsports programs, sponsor activations, corporate rentals, exhibitions, and special productions.
• Consult with client groups and internal teams to plan event details including attendance, site locations, layouts, schedules, and service requirements.
• Prepare event contracts, layouts, site maps, and operational documents required for permitting and execution.
• Maintain the master event calendar for Firebird Motorsports Park and coordinate scheduling across track operations and shared resources.

Conceptualizing:

• Develop innovative event concepts and themes that align with client preferences and market trends, ensuring each event delivers a unique and memorable experience for attendees.
• Generate creative ideas to enhance the event's impact and success.
• Brainstorming and implementing event plans and concepts.

Operational Management:

• Oversee on-site operational coordination for events including logistics, track crew coordination, safety, facilities, vendors, and production partners.
• Serve as the primary on-site point of contact for clients during events and productions.
• Notify and coordinate with department leaders to ensure staffing, equipment, and services are properly aligned for each event.

Problem-Solving:

• Quickly identify and address any challenges or issues that arise during the planning or execution phases, utilizing strong problem-solving skills to find effective solutions while maintaining a high level of professionalism.

Team Leadership:

• Recruit, train, and supervise a diverse team of event staff and volunteers, ensuring they are fully prepared and motivated to deliver exceptional service at every event.
• Coordinate scheduling and staffing for events to ensure adequate coverage and service levels.

Vendor and Stakeholder Management:

• Maintain strong relationships with all stakeholders, including clients, vendors, local authorities, and internal teams, to ensure smooth cooperation and event success.
• Source and negotiate with vendors and suppliers.
• Coordinate vendor access, site logistics, and operational requirements specific to Firebird track and event infrastructure.

Safety and Compliance:

• Ensure adherence to fire, safety, health clearances, insurance requirements, and business licensing requirements for Firebird events.
• Coordinate with safety teams, EMS, track operations, and security to support safe event execution in a live motorsport's environment.

Budget Management:

• Recommend and implement techniques to improve productivity, reduce costs, and improve guest service.
• Monitor expenses closely and implement strategies to minimize costs without compromising event quality.
• Maximize cost effectiveness within the area by ensuring compliance with established budget, labor, and revenue benchmarks.
• Prepare and manage budgets, ensuring adherence to financial constraints.

Evaluation and Reporting:

• Conduct post-event evaluations to assess the success of each event and identify areas for improvement.
• Provide detailed reports on outcomes, feedback, and financial performance to senior management.
• Confers with supervisor to review achievements and discuss needed changes in goals or objectives from current or projected future status of conditions.

Supervisor Responsibility:

Oversees the supervision of personnel, which includes hiring, work allocation, training, problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance; provides guidance and feedback for assigned staff.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work will primarily be performed in an office environment.

• Work will be performed both inside and outside on a regular basis, in most weather conditions.
• Noise level in the work environment is usually moderate to high.
• Evening, weekend, and holiday shifts are required as a normal part of this position.
• Occasional local day travel, Local travel to managed businesses.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit, stand, and walk extended period. The employee occasionally is required to bend, climb, stoop, lift, carry, push, kneel, crouch, or crawl. The employee must regularly lift and/or move 15 pounds, and occasionally lift and/or move up to 25 pounds.

Required Qualifications:

• High School diploma or GED.
• CPR and First Aid Certification within 90 days of hire.
• Three (3) years of demonstrated event experience.
• Title 4 Basic Liquor Law Certification within 90 days of hire.
• Flexibility to work evenings and weekends as required for client meetings and events.
• Valid AZ driver's license, provide a 39-month satisfactory MVR report.
• Obtain a Tribal operator driving permit at the time of hire.
• A satisfactory result obtained through a test for illegal drugs.
• Acknowledge and agree to maintain a drug-free workplace.

Preferred Qualifications:

• Bachelor's degree in Event Management, Hospitality, Marketing, Business Administration, or related field.
• Skilled in project management techniques.
• Outstanding communication and negation abilities.
• Excellent organizational skills to leave no detail to chance.
• Knowledge and experience working with Gila River Indian Community or other Native American Communities.
• Proficient in MS office and other relevant workplace tools.