Sport Event Coordinator

About the Utah Olympic Legacy Foundation 

The Utah Athletic Foundation (dba Utah Olympic Legacy Foundation) is a 501(c)(3) not-for-profit organization formed after the successful hosting of the Salt Lake 2002 Olympic Winter Games.  Its unique purpose centers on fostering growth of winter sport in the State of Utah and to effectively manage the Utah Olympic Park, Utah Olympic Oval, and Soldier Hollow venues. 

Efforts are focused on these core missions: 

• Maintain, operate, and enhance Olympic legacy facilities at world-class levels. 

• Engage and involve more people, especially Utah’s youth, in winter sport. 

• Inspire, educate, and entertain through Olympic-themed recreational public programs. 

• Promote & inspire Utah communities to embrace health & fitness. 

• Ensure Utah Olympic Legacy efforts continue in-perpetuity. 

Overview 

The Sport Event Coordinator will oversee the planning and execution of athlete services and expand volunteer initiatives to support major annual sporting and special events. The Sport Event Coordinator for the UOLF will work closely with the Utah Olympic Legacy Foundation’s venue teams in the delivery of consistent, high-quality events for UOLF’s three Olympic Venues.   

Objectives of this Role 

Assist Event Manager in executing major international sporting events, annual special events and other projects and initiatives. 

• Oversee athlete services for UOLF’s elite international events  

  • Visas / Arrivals  

    • Work with international federations and national governing body representatives to facilitate official invitations for international teams. Facilitate communications with international teams on visa and arrival questions as required.   

  • Lodging  

    • Secure and manage accommodation for events, ensuring International Federation (IF) requirements and team preferences are met  

    • Coordinate room assignments and handle any lodging-related issues or changes promptly  

    • Establish and maintain relationships with hotels and lodging providers  

  • Transportation  

    • Arrange and coordinate transportation, including airport transfers and event-related travel  

    • Develop transportation schedules and communicate them effectively to athletes and drivers  

  • Food and Beverage Services  

    • Plan and coordinate meal services, ensuring dietary preferences and restrictions are accommodated  

    • Work with catering services and food providers to ensure high quality and timely meal delivery  

    • Manage dining schedules and provide clear communication to athletes regarding mealtimes and locations  

  • Invoicing  

    • Prepare and manage invoices related to athlete services  

    • Track and reconcile expenses, ensuring accurate and timely payments to vendors  

• Provide leadership in the recruitment, deployment and retention of event volunteers providing strategic direction and oversight in the following areas.  

  • Collaborate with venue volunteer coordinators on the coordination and execution of volunteer initiatives including the recruitment, recognition and retention of volunteers for UOLF sporting and special events.  

  • Manage regular communication and engagement strategies to recruit, inform, and engage volunteers.   

  • Lead volunteer onboarding process and support the development of consistent function specific training  

  • Work with other community-based organization on collaborative efforts for the recruitment and retention of volunteers  

Minimum Qualifications 

• Graduation from an accredited college or university with an associate’s degree in a related subject area, plus experience in administration, management, volunteer programs, and/or project management.  

• Flexible work schedule – must be available to workdays, evenings, weekends, and holidays. 

• Ability to work outdoors in all temperatures and weather extremes. 

• Must be able to stand on feet for extended time, as well as, able to lift 20 pounds. 

• Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus. 

• Hearing - to converse with other is a normal conversation. 

• Balancing, bending, climbing, kneeling, walking, pushing, reaching above shoulders, and sitting. 

Required Knowledge and Essential Skills 

• Demonstrate ability to work independently with initiative, self-reliance, and dependability.  

• Exceptional interpersonal skills, with the ability to build trust and rapport with diverse audiences.   

• Strong leadership abilities, with a proactive approach to problem-solving, decision-making and team management.   

• Ability to work under pressure, on tight timelines.  

• Prior experience in nonprofit or similar environment is advantageous.   

• Positive attitude and participative work style with an ability to receive feedback, work creatively, effectively, and collaboratively in a fast-paced and varied work environment 

• Strategic thinking and analytical skills with a high standard of quality, attention to detail, and ability to meet deadlines 

Benefits 

Outline any applicable benefits here… (Ex. A comprehensive benefits package is available that includes medical, dental, vision, life insurance, paid time off, and 403(b) with company matching, and more.)