Job Location: Los Angeles/In-office
Job Description
The Activation Coordinator is a new role that includes various sponsorship and event activations including signage, branding, vendor management, run of show, credentials, and other aspects of TMF events. This role coordinates with sales, marketing, operations and nonprofit departments of the company to fulfill activation obligations and create a positive experience for all event stakeholders.
Reports To
This position reports to the Activation Manager with a dotted line report to the heads of the sales, marketing, operations, and nonprofit departments.
Duties and Responsibilities
SIGNAGE OPERATIONS
• Manage TMF’s signage installation contractor and signage production vendor(s)
· Assist Marketing with budgeting of all signage needs and production
· Coordinate with the installation contractor for the installation of all signs in event areas including expos and finish festivals
· Manage the ordering process for all signage and branding assets, including submission of orders, quantities, delivery of files, specs for signage, and fulfillment timelines
· Process payments for orders following all TMF financial procedures
· Coordinate with Marketing to produce new signage needs, or to replace damaged or lost signage
· Maintain positive vendor relationships, including routine outreach about upcoming event timelines, keeping a list of accurate contacts, products/services offered, and understanding of standard fulfillment timelines
· Coordinate with all company departments to determine their specific sign-making
requirements, estimated cost of printing and provide order details and information each department
With signage installation contractor and production vendors:
• Inventory and maintain all signage and items required for installation (fasteners, ties, backerboards, sticks, truss, inflatables, brackets, frames, etc),
• Organize signage within warehouse by event and type per TMF processes,
• Ensure signage assets are well-maintained and ready for deployment
• Prepare packing lists, sort, and pack signage and items required for installations in vehicles and containers per plans for each TMF event
• Coordinate logistics plans and timelines for delivery of signage assets to and from event sites with Operations
VENDORS/ORDERING/CONTRACTORS
· Manage vendors including orders and deliveries for Operations Department
· Assist Operations to manage payroll company for contractors
· Send out staff contracts and track the return/signatures.
CREDENTIALS & PARKING PASSES (Marketing responsible for design)
· Order, and distribute staff event credentials, area access stickers, wristbands, and parking passes
· Order, and distribute vehicle course passes
STAFF APPAREL (Marketing responsible for design)
· Coordinate with Sales to order and manage delivery of participant, staff and volunteer event shirts, apparel, and footwear.
· Assemble and distribute staff bags including apparel, footwear, credentials, and parking passes
MEDALS & AWARDS (Marketing responsible for design)
· Order and monitor delivery of event medals and awards
· Inventory medals upon arrival
· Organize all medals by distribution area (5K vs Marathon)
VIDEOBOARDS and SPECIAL DISPLAYS
· Source and order video boards for all event areas
· Source and manage special display projects such as Wall of Giving
RUN OF SHOW
· Coordinate with Marketing and other team members to select and arrange for national anthem singers
· Coordinate with all departments to develop event run of shows and circulate final run of show to all necessary staff and contractors
· Manage on-site event announcers including travel, transportation, pre-race meetings.
OTHER
• Participate in appropriate team meetings
• Collaborate with all internal departments to ensure that all job responsibilities are met
• Support general day-to-day warehouse operations procedures as needed
• Other duties as assigned
Skills/Qualifications:
· Bachelor’s or AA degree Comparable education and experience will be considered.
· Experience with event production, although not required, is a plus.
· Participation or interest in running or endurance sports, although not required, is a plus.
· Excellent writing and grammar skills and general communications abilities, written and verbal, are required (a writing sample may be requested)
· Excellent analytical skills for tracking, measuring and reporting.
· Requires a high level of personal and professional integrity and accountability.
· Superior judgment and decision-making skills.
· Ability to communicate effectively across all company departments.
· Ability to lift 50 pounds.
· Results Orientation: Prioritizes projects to meet required deadlines; ability to manage several projects at once focusing on the desired end result.
· Stress Management: Is a capable multi-tasker and problem solver who can prioritize matters while delivering high level results. Remains calm under pressure.
· Demeanor: Must appropriately represent The McCourt Foundation professionally as it relates to conduct, behavior and appearance/attire.
· Flexibility: Open to different and new ways of doing things; willing to modify one’s preferred way of doing things. Adaptable to the changing nature of the business.
This is an entry-level full-time salary position working 40 hours per week with events on 5-10 weekends per year. The minimum annual salary in Los Angeles is $66,560. The position is in-office located near downtown Los Angeles. We offer a benefits package including health, dental, vision, matching retirement plan, paid holidays, and generous PTO.
Please provide your salary requirements, resume, and a cover letter when you apply to be considered for an interview for this position.
Apply for this job at: solutions@mccourtfoundation.org
The McCourt Foundation (TMF) empowers communities to build a healthier world through research, education, and events. TMF’s mission is to cure neurological diseases while empowering communities to build a healthier world. TMF makes a difference by donating to neurology research, hosting educational forums, and using our events such as the Los Angeles Marathon, Rose Bowl Half Marathon & 5K, Santa Monica Classic, Boston Waterfront 5K, and Tour de South Shore, as platforms to raise funds for over 105 nonprofit charity partners.
Established in 1992, TMF is a 501 (c)(3) with offices in Boston, MA and Los Angeles, CA. TMF is a drug free workplace and an Equal Opportunity Employer.
