Project Coordinator, Major Events

Overview

Responsibilities

• Serve as project coordinator for various Major Events’ event properties, including Billie Jean King Cup, Davis Cup, US Open Series, Pro Circuit, US Open Wheelchair Championships, and US Open Junior Championships.
• Create and manage project timelines, including an annual team calendar, track and report on budget progress, track project milestones and provide regular updates, and collaborate effectively internally and externally to ensure timelines are met.
• Provide administrative support to MD Major Events including but not limited to: calendar, email, and expense management; travel planning; meeting & conference call coordination; preparation of correspondence and reports as required; archiving documents in accordance with USTA policies; and WP based staff attendance reports.
• Assist Major Events leadership in the professional development, connectivity, and collaboration of all ME team members. Activities may include: organizing weekly google hangouts; tracking mid-year & year-end goals and assessments submissions to HR; sourcing new ideas and technologies to connect and leverage the team: organizing professional development opportunities (v) organize team-building activities/events; track open action items.
• Work with Finance Department in the processing, and tracking of receivables and payables
• Elite Athlete Database
• Oversee keeping the USTA Elite Athletes database up-to-date in accordance with USTA and USOC constitution and bylaws. 

• Oversee the following areas for home ties:
• Support Event Director onsite at home ties and Senior Manager, Major Events in tasks as requested
• Oversee travel logistics for players, support staff, and USTA staff members
• Maintain all compliance requirements (Safe Play, etc.)
• Oversee the processing, tracking of receivables and payables including preparing pre and post event financial reconciliation
• Prepare and maintain all contracts on behalf of the Major Events Team
• Manage the receiving/shipping of all items on site. Ensure packages delivered timely and then create a system for tracking and the pickup of all items for return at end of event
• Work with Section staff and local organizing committee to ensure programming aligns with strategic priorities of the organization
• Visiting team liaison
• Manage warehouse inventory
• Support sponsorship manager in the creation of sponsorship pitch decks, liaise with potential sponsors and ensure all deliverables are provided to partners
• Support Major Events team for away tie preparation
• Serve as event staff at away ties and/or team events Finals (as needed)
• Support Senior Manager, Major Events Operations during the home site selection RFP process, including developing and maintaining a prospect database, creation of RFP documents, etc.
• US Open Series
• In conjunction with Partnership Marketing, manage sponsor deliverables at USOS events 
• Oversee all community event activations/programming/initiatives
• Coordinate any USTA personnel attending Series tournaments
• Coordinate all US Open Series meetings
•  
• US Open Championships
• Support US Open Junior Championships and US Open Wheelchair Championships as needed
•  
• Pro Circuit
• Provide on-site operational support for Pro Circuit events hosted at the USTA National Campus
• Support in calendar planning meetings with Player Development

Qualifications

• Bachelors in Business, Sports Management or equivalent experience.
• Excellent organizational, planning, multi-tasking, and time management skills.
• Excellent written and verbal communication skills.
• Proficient meeting minute-taking and transcription skills are a must.
• Professional demeanor and strong interpersonal skills. Confidentiality is a must.
• Able to handle issues proactively and diligently, prioritizing and anticipating potential conflict, seeing projects through to completion, and meeting deadlines.
• Excellent PC skills in Excel, MS Word, PowerPoint, and Google. Experience with Monday.com or other project management platforms is a plus.
• Experience in research and Internet search functions.
• Live event experience a plus.
• This position is designated as "hybrid/flex" 
• Position is considered non-exempt
• Proof of covid vaccination required.