Job details

Event Production Lead

About NYRR

New York Road Runners (NYRR) was founded in 1958 when a small group of passionate runners vowed to bring running to the people and has grown from a local running club into the world’s premier community running organization. NYRR’s mission is to help and inspire through running, aiming to empower people of all ages and abilities to improve their health and well-being through the power of running and fitness.

NYRR’s year-round offerings of races, community events, programs, and training resources provide hundreds of thousands of people with the motivation, know-how, and opportunities to start running and keep running for life. NYRR’s premier event, the famed TCS New York City Marathon, attracts the world’s top professional runners and committed amateurs alike, while also raising millions of dollars annually for charity and driving economic impact for New York City. NYRR is equally committed to the runners of tomorrow, passionately providing youth fitness programs that educate and inspire children in underserved communities in New York City, nationwide, and around the world.

Headquartered in New York City, NYRR is a 501(c)(3) organization. To learn more, please visit www.nyrr.org.

At New York Road Runners, we are committed to building an inclusive, diverse workplace by finding the best candidate for the job. We understand that skills come from a variety of different backgrounds. Checking off every single requirement on our job description is not necessary to apply. If you think you are a good fit and have a passion for the work we do, please submit your application. We are eager to learn about your experience and skills! You may be the right candidate for this or other open positions.

New York Road Runners is an Equal Opportunity Employer

About the Department

The Event Development and Production Department (EDP) develops and produces NYRR events from concept all the way through execution in alignment with NYRR’s mission. The TCS New York City Marathon, United Airlines NYC Half and the RBC Brooklyn Half are just a few of the 40+ adult events and 30+ Rising New York Road Runners youth events produced by the team each year. The team leads core elements of the operations including physical site management, timing and scoring operations, volunteer management, hospitality and special events, safety and security, management of our warehouse and all race collateral, city and state agency relationship management, and permitting.

About the Position

This position will report to the Director, Event Production, with the core responsibility of managing, leading and producing NYRR events properties, including the TCS New York City Marathon.

Job Responsibilities (primary and secondary duties):

Manage all aspects of the project life cycle for NYRR events: expense tracking and invoice reconciliation, site planning, permits/approvals, timelines, preparation of logistics, power and sound, vendor and contract management, execution of sponsorship activation plans and runner engagement activities and event execution. Post-event reconciliation and preparation of reports and recaps.
Various roles for the Five Borough Series events and year-round planning for the TCS New York City Marathon
Management and focus on sponsored and street events, in addition to Central Park and Prospect Park events.
Develop and create site layouts using Google Maps or similar mapping software.
Oversee ordering of materials from outside vendors; acting as point-of-contact ensuring delivery and placement; processing related vendor payments.
Collaborate with the Runner Services (Customer Service), Warehousing, Production, Race Scoring, Staffing / Volunteer, Hospitality, Broadcast and Medical teams to ensure all plans integrate seamlessly into the overall event operation.
Assist Director and other leaders with Request for Proposal process, bid analysis and budget preparation for all phases of event production
Develop and maintain event standards (production levels, runner services and amenities, medical, safety, security, communications, technology solutions and contingency plans), standard operating procedures, planning management tools and event analytics for all NYRR races with the goal of optimizing operational efficiencies
Liaison externally with City Agencies (NYC Parks Dept, Central Park Conservancy, Prospect Park Alliance, NYPD, FDNY, The Mayor’s Office, Department of Transportation, Department of Sanitation, MTA) and local communities to ensure successful operation of NYRR events.
Liaison internally with departments (Strategic Partnerships, Marketing, Strategy & Planning, IT and Finance) to ensure the entire organization is together on partner deliverables, brand messaging and runner communications, overall organizational strategy and budgets for NYRR event properties
Other duties and department projects as assigned.

Job Requirements:

Experience:

Minimum 3 years of event project management experience, preferably in the sports and/or entertainment industries, including a strong logistical/operational and customer service background as well as Run of Show, Scripting and Stage Management Experience.

Education & Certifications:

College degree in a related field preferred not required

Skills and Attributes:

Must have event site planning and management experience.
Working knowledge of event site planning, power, lighting, connectivity and A/V is a plus.
Previous experience in the NYC event planning landscape is preferred.
Ability to manage to budget and work within established budgetary guidelines for each event
Willingness to travel within New York City, work various weekends and extended hours as needed.
Must have strong leadership skills and the ability to work effectively in a collaborative team environment; ability to manage part-time staff.
Focused attention to detail. Ability to effectively manage multiple projects simultaneously and thrive in a fast-paced environment. Works well under pressure and tight deadlines.
Comfortable presenting to organizational senior management and external City Agencies.
Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook)
Strong attention to detail
Excellent written and verbal communication skills

Physical Requirements: