JOB DESCRIPTION. Director REPORTS TO: Event Director DEPT: Event Director 150. Number of employees

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1 JOB DESCRIPTION JOB TITLE: Assistant Event DATE: Director REPORTS TO: Event Director DEPT: Event Director APPROVED BY: SUPERVISES: (number of employees) 150 MANAGER S SIGNATURE: Position Overview Reports to: Renumeration: Key Responsibility: Other Responsibilities: Event Director Volunteer position and is unpaid Delivery and execution of event plan for the Kickstarters Gascoyne Dash an annual motorsports desert race in the Gascoyne of Western Australian The position may be responsible for other events and projects as formally and mutually agreed by incumbent and Event Director REPORTING RELATIONSHIPS If applicable, provide the number of employees and the jobs of the staff reporting to this job. Jobs that report to you Number of employees All line managers Page 1 of 6

2 DUTIES & ESSENTIAL JOB FUNCTIONS Responsibilities Identify a core group of departmental managers that are to be empowered to succeed in their assignments and accept tasks delegated Coordinate the preparation and submission of Supplementary Regulations (Supp Regs) and associated documentation with CAMS and MWA. Outcome is approval of Supp Regs and issuance of Event Permits Have online entries available on from mid April yearly Relationship building with key stakeholders including land owners, Shires of Carnarvon and Upper Gascoyne, Gascoyne Development Commission and other agencies, business and individuals as is required Coordinate travel arrangements for officials, media, VIPs, medical staff and others as required Prepare Event Programs Identify all aspects of event risk management and crisis management planning strategies; this includes management of organisations event management procedures and policies Establish and maintain an Event Roll Out calendar that covers all key functions and requirements Negotiate agreements with outside providers and subcontractors to ensure lowest cost and highest quality of service. Observe Buy Local Policy. Determine fiscal requirements and assist the Finance Committee prepare annual Event budget Oversee website developments Seek grant funding Oversee website content update that ensures information is relevant and up to date Work closely with internal and external planning sub committees and client groups to define Event goals, objectives and specific implementation plans that promote the Event and the organisations brand and brand image Support a culture of Value to Community Establish job descriptions for all Volunteer roles Identify volunteer requirements Develop Sponsorship Pack with Sponsorship Subcommittee Establish staff schedules, task assignments, equipment allocation to enable Event delivery Page 2 of 6

3 Support a culture that fulfils our Volunteer Policies Establish communication protocols and operating procedures with planning committees, subcontractors, volunteers, officials and other stakeholders Support a culture of Succession Planning Support the Sponsorship Subcommittee and handle all primary sponsorship negotiations Work with Entry Registration Team to ensure entries are correctly and promptly processed Oversee departmental managers to ensure they are supervising, directing and coordinating the activities of their personnel, subcontractors and vendors effectively, efficiently and safely Ensure key briefings are conducted Ensure inductions are conducted Oversee ordering and supervision of alcoholic beverages and food consumables Ensure purchase orders are raised Trouble-shoot and smooth issues relating to the successful execution of the Event program Conduct post-event debriefing sessions Develop and execute all necessary follow up with sub contractors, sponsors and client groups Provide post event analysis, budget recaps and participant feedback and incorporate learning in future plans Supervise employee (including volunteer) Performance Assessments Prepare and submit grant acquittals Develop event reports and distribute as required to sponsors, participates and others Key Results Areas and Performance Measurement Grow Competitors Increase competition field by 20% pa Increase Cash Sponsorship Stakeholder relationships Oversee Sponsorship Committee to assist them achieve their goal of $50,000 in cash sponsorship in 2010 Ensure professional relationships are established and maintained with all stakeholders (including CAMS and MWA, sponsors, volunteers, contractors, our clients). Measurement will be by post event reports, surveys and other means of measurement Page 3 of 6

4 Grant Management Volunteer Management Website Management Financial Management Seek $40,000 in grant funding in Acquittals to be on time and in terms of contractual arrangements Have sufficient trained volunteer personnel to effectively execute event plan. Maintain an online database that grows 10% on 2009 volunteer list Deliver web site and engine room improvements within budget. Website content to be updated monthly and to be relevant and accurate Deliver Event within agreed budget or board approved amended budget OTHER FUNCTIONS AND RESPONSIBILITIES Perform other duties as assigned. QUALIFICATIONS Minimum 2 years experience working with Gascoyne Dash as a departmental manager. REQUIRED Proven negotiating skills Ability to develop professional relationships in all aspects of the position that result in stable, consistent, reliable communication to all stakeholders (internal and external) Ability to solve problems and work independently in a changing and multi taking environment with numerous deadlines Excellent organisational, planning and project management skills Ability to influence and coordinate the efforts of other team members in support of events Demonstrated ability to prepare accurate budgets and effectively manage expenses High level of verbal and written communications skills Demonstrated ability for accuracy and thoroughness Solid business acumen, management and problem solving skills Strong computer skills, especially Microsoft Office Page 4 of 6

5 Effective time management, organisational and leadership skills PREFERRED REQUIRED LICENSES/CERTIFICATIONS Identify all licenses or certifications required by law or policy to perform the duties. Licence or certification required Why Bronze CAMS Official Accreditation Required by CAMS MA Level 2 Official Accreditation Required by MWA Motor vehicles drivers licence Required to drive own and hire vehicles DESIRABLE LICENSES/CERTIFICATIONS Identify all licenses or certifications required by law or policy to perform the duties. Licence or certification required Why Road Traffic Management GORRC Inc has RTM requirements (RTM)Accreditation Silver CAMS Official Accreditation Highest probable CAMS accreditation available to position MA Level 3 Official Accreditation Highest probable MA accreditation available to position PHYSICAL REQUIREMENTS/WORK ENVIRONMENT The position is primarily involved in office work environment working from home. The position does require physical activity in setting up for the event, track marking and track inspection, loading and unloading goods and materials. The outdoor work involves exposure to sun and sometimes very high heat conditions in a very remote environment. Sun protection and adequate hydration is required at all times. The location of some of the Club s activity requires long driving on highways, sealed roads, gravel roads, station tracks and cross country situations. The person needs to have an adequate motor vehicle, preferably 4wd that is well maintained. The position requires various radios for communications and these will be fitted and uninstalled at GORRC Inc expense. Page 5 of 6

6 BLOOD/FLUID EXPOSURE RISK: (check the right category) N/A Category I: Tasks involve exposure to blood, fluids or tissue x Category II: Usual tasks do not involve exposure to blood, body fluid, or tissues but job may require performing unplanned Category I tasks. Category III: Tasks involve no exposure to blood, body fluids, or tissues. Category I tasks are not a condition of employment. ACKNOWLEDGMENT FOR RECEIPT OF JOB DESCRIPTION I have received a copy of the Job Description and have read and understand its contents. Employee Name (Please Print) Date Employee Signature Supervisor s Signature Date Page 6 of 6