JOB DESCRIPTION. DATE: Management Team REPORTS TO: Event Director DEPT: Event Director APPROVED BY: GORRC Executive Committee

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1 JOB DESCRIPTION JOB TITLE: Event DATE: Management Team REPORTS TO: Event Director DEPT: Event Director APPROVED BY: GORRC Executive Committee SUPERVISES:(number of employees) 150 MANAGER S SIGNATURE: Position Overview and Key Delegations Reports to: Renumeration: Structure of Team: Key Responsibility: Other Responsibilities: Financial Responsibility Events Director Volunteer position and is unpaid Chair: Event Director Two (2) other persons with relevant skills sets to support Key Responsibility 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 incumbents and Board Delegation: Approve all expenditure within approved budget (or approved amended budget). If vote required on any expenditure it will be decided on majority vote. Delegation: 10% budget variance on any line expenditure item in approved budget (or approved amended budget). Variance to be reported to next Board meeting Page 1 of 6

2 REPORTING RELATIONSHIPS If applicable, provide the number of employees and the jobs of the staff reporting to this job. Jobs that report to you N/A Number of employees N/A DUTIES & ESSENTIAL JOB FUNCTIONS Support Event Director and other teams and sub committees delegated to deliver an Event Identify a core group of departmental managers that are to be empowered to succeed in their assignments and accept tasks delegated Oversee 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 Oversee online entries 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 Oversee coordination of travel arrangements for officials, media, VIPs, medical staff and others as required Oversee preparation of Event Programs Identify all aspects of event risk management and crisis management planning strategies; this includes management of organisations event management procedures and policies Oversee the establishment and maintenance of an Event Roll Out calendar that covers all key functions and requirements. NB This calendar will be the key management tool for Event Management Team meetings Assist where required in negotiation 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 Oversee and assist with grant funding Page 2 of 6

3 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 Oversee development of Sponsorship Pack with Sponsorship Subcommittee Establish staff schedules, task assignments, equipment allocation to enable Event delivery 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 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 Provide post event analysis, budget recaps and participant feedback and incorporate learning in future plans Oversee Employee (including volunteer) Performance Assessments Review grant acquittals Review event reports to be distributed, 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 Page 3 of 6

4 Grant Management Volunteer Management Website Management Financial Management all stakeholders (including CAMS and MWA, sponsors, volunteers, contractors, our clients). Measurement will be by post event reports, surveys and other means of measurement 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 as an Event Manager; preferably in a motor sports event of similar size and complexity or Minimum 5 years project management experience 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 Page 4 of 6

5 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 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 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 and meetings. The position may require some 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. 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 Category II: Usual tasks do not involve exposure to blood, body fluid, or tissues but job may require performing unplanned Category I tasks. x 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