Join a team of proud, passionate, and caring people that together share their diverse talents and backgrounds to serve our members and grow the game of golf. Being at the PGA of America means you are supported, respected, and appreciated for your contributions.
The Event Planning & Logistics Coordinator is responsible for overseeing special events at the Home of the PGA of America and the PGA Coaching Center to ensure they meet the PGA’s standards of excellence. This role involves drafting comprehensive run-of-show documents, managing venue reservations, coordinating logistical aspects, and liaising with various internal and external stakeholders to ensure flawless event execution. Additionally, the coordinator will develop and maintain vendor relationships, manage financial records, market the facilities to prospective clients, and conduct post-event evaluations to enhance future event quality and impact.
RESPONSIBILITIES (Specific areas of responsibility include but are not limited to):
Oversee special events at the Home of the PGA of America and the PGA Coaching Center, ensuring each event aligns with the PGA’s high standards of excellence.
Draft and finalize comprehensive run-of-show documents for all internal and external meetings and events, clearly defining goals, objectives, and success metrics from the outset.
Reserve venues within the facilities' master calendar to eliminate conflicts and ensure efficient space utilization.
Coordinate with the building operations team to ensure flawless execution of each meeting or event, addressing all details from setup to tear down.
Provide insights to internal and external stakeholders regarding safety, security, parking, access, shipping and receiving, food and beverage, vendor selection, and staffing needs.
Develop and maintain strong working relationships with local hotels, caterers, A/V providers, transportation services, and other vendors that can be tapped by the PGA and/or the meeting/event host as needed to support event execution.
Maintain accurate contracts and financial records for all meetings and events.
Liaise with PGA Legal and PGA Accounts Payable and Receivable to process contracts, purchase requisitions, purchase orders, and payments.
Market the Home of the PGA of America and PGA Coaching Center to prospective clients, showcasing the facilities' features and amenities to help achieve the Association's annual rental revenue goals and enhance the Association’s brand reputation.
Identify, cultivate, and formalize relationships with locally-owned and diverse-owned suppliers, ensuring an inclusive vendor pool for event needs.
Execute on-site event management, ensuring a presence to provide information and assistance to stakeholders and guests.
Develop, implement, and analyze post-event surveys, leveraging actionable insights to continually improve the quality and impact of future meetings and events.
Conduct retrospectives after each event and discuss with colleagues what worked, what didn’t, and areas for improvement.
INCLUSION STATEMENT:
Contribute to a respectful and inclusive team environment by welcoming and respecting others’ beliefs, backgrounds, identities, abilities, and individuality to help ensure a supportive and engaging experience for Association Members, partners, customers, and guests. PGA of America respects the uniqueness of each employee and offers everyone the means to find their place and thrive.
SHARED VALUES:
Embody the organization's shared values and help ensure the organization's values-based culture thrives by proactively identifying and addressing any shared values challenges and opportunities you are experiencing.
FINANCIAL RESPONSIBILITY:
Responsible for budget implementation for events company-wide as needed.
EDUCATION AND EXPERIENCE:
High School Diploma or equivalent. Prefer a Bachelor’s degree (B.A.) or equivalent from an accredited college or university.
Two years of event planning and administration is required, preferably in the hospitality industry.
SKILLS, KNOWLEDGE AND ABILITIES:
Must have thorough knowledge of administrative principles and procedures with the ability to work on various projects and programs as assigned. A knowledge of organization functions of a business operation. Skills in planning and organizing.Must have ability to understand legal and contractual terminology as it pertains to event contracting. Golf knowledge a plus. A demonstrated understanding of Google Workspace and use of the internet.
Travel required up to 10%.
This position is not eligible for immigration sponsorship.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.
PGA does not discriminate on the basis of race, color, creed, religion, gender, age, disability, sexual orientation, national origin, citizenship, veteran status, gender identity or expression, marital or familial status, genetic information or any other characteristic protected by federal, state or local law. In addition, to ensure full equality of opportunity in all operations and activities of the organization, every staff member employed by the PGA shall be selected under fair employment procedures that provide equal employment opportunities to all people. DFWP.
