Events & Logistics Coordinator

Description

Are you mission-driven and passionate about helping others succeed?

Do you strive to lead, follow, and act with integrity?

Are you the one who honors your commitments?

Is building trusting relationships an integral part of why you do what you do?

Do you push limits and challenge the status quo?

If you answered YES, keep reading to discover how you can significantly contribute to Team USA's success!

Here's a Summary Of Responsibilities

The Events & Logistics Coordinator will provide logistical support and assistance to organize and coordinate within the functional area of Air Travel, as well as project support required by the Events & Logistics department. The Coordinator will provide support in the lead up, during, and post multi-sport events such as the Olympic and Paralympic Games, Pan and Parapan American Games, and Youth Olympic Games, as well as USOPC marquee events to include U.S. Olympic & Paralympic Assembly, Team USA Media Summit, and the Team USA DC Celebration. The Coordinator will also provide air travel and project support for the corporate travel function and any other organizational events as assigned.

Here’s How You ‘ll Have An Impact

• Coordinate Games and event air travel, baggage, equipment, and associated needs for assigned NGBs/sports/events, with an emphasis on Paralympic sports. Responsibilities include attending deliverables meetings and ensuring prompt notation and understanding of information gleaned, interfacing with NGB contacts and other external entities, forwarding itineraries to team leaders for approval, booking and communicating flights, handling change requests and necessary travel deviations, assisting with tracking bookings and usage (including space utilization, penalties, costs etc.), and collaborating with airline partners during the booking process.
• Develop, populate, and manage Games and event air travel manifests for assigned sports/departments, with an emphasis on Paralympic sports. Add flight details, luggage, equipment, and Paralympic-specific needs for assigned sports/divisions to the manifest as information is confirmed. Ensure data is entered per agreed-upon SOPs. Audit data for accuracy and consistency.
• Assist the Corporate Travel Manager to book Games travel for USOPC departments and staff as assigned. Interface with department leaders, book and manifest flights, handle change requests and necessary travel deviations, assist with tracking costs, and collaborate proactively with airline partners during the booking process.
• Manage data input for Games LOC Arrivals and Departures System (ADS) reports, creating, updating, and/or inputting into reports as needed. Communicate with LOC regarding their process and timeframe, meet internal and external deadlines for initial data input, and ensure timely updating of information.
• Participate in manifest scrub meetings, daily arrival & departure meetings, and other meetings as requested before and during Games and events. Be prepared to lead these meetings as assigned.
• Facilitate, create, and produce Games delegation baggage tags, in consultation with internal stakeholders. Plan design, quantities, and timelines. Create and produce USOPC luggage tags. Monitor supply inventory and reorder as necessary.
• During Games and events, work at assigned location(s) in close contact with partner airline agents. Monitor and facilitate air travel changes and keep manifest and ADS current and accurate. Prepare and share manifest as needed by USOPC internal departments, partner airline, and LOC contacts.
• Assist in the Airport Operations function as needed with arrivals and departures during the Games and/or events, alerting to any flight delays or last-minute changes. Assist with other onsite functions such as registration and event provision as requested.
• Assist Associate Director, Events & Logistics with preparing Games and event reconciliation reports related to arrivals and departures. Review financial reports against booking processes for accuracy. Capture all actual fees, costs, and penalties for reconciliation. Assist with preparation of reconciliation report for post-Games NGB billback review.
• With guidance and support from Associate Director and Events & Logistics Data Analyst, leverage functionality within Tableau, EventWorks, and other technology systems to implement reporting solutions for Games, events, and corporate travel with a focus on data efficiency and usability. Create processes to audit reports for accuracy and consistency.
• Assist the Corporate Travel Manager in reconciling travel requests and airline partner program reporting, tracking internal travel bookings, updating internal travel information sources, documenting corporate travel numbers, maintaining staff travel information, and supporting other areas as assigned. Serve as a backup to the Corporate Travel Manager when needed.
• Perform other duties as assigned to support the Events & Logistics department.
  
  

Here are the skills and experience you'll need to be effective:

• Bachelor’s degree or equivalent work experience
• 1-2 years of experience preferred
• Experience in coordinating logistics preferred
• Sports background preferred
• Precise attention to detail
• Strong interpersonal and customer service skills
• Experience with Excel, Tableau, and CRM software
• Ability to work in a stressful environment while maintaining a positive attitude and calm demeanor
• Ability to work efficiently to prioritize and accomplish multiple tasks and effectively self-manage time
• Strong active listening skills
• Ability to critically think through solutions to problems
• Social perceptiveness to the work environment, especially in periods of high stress and/or multiple priorities
• Appreciation for sport and the ideals of the Olympic and Paralympic movement
  
  

Here Are The Tools, Equipment, & Conditions

• Standard office equipment
• Office environment in multi-story building on a multi-building site
• Frequent domestic and international travel
• Non-traditional work hours, including weekends, nights, and holidays
• Regular attendance at work is an essential job function
  
  

Here's Where You'll Work

Colorado Springs Downtown Headquarters/ Hybrid

Here's Some More Information You Need To Know

• Hiring pay range: $22.65- $25.62 Per Hour
• This Full -Time, Non-Exempt position is intended to work 40 hours per week.
• Bonus: This position will be eligible for the Annual Incentive Award Program, which has a 5% target. The USOPC may change or eliminate this program at any time at its sole discretion.
• Benefits: This position will be eligible for USOPC benefits. You can view a summary here.