Sailing Events Coordinator

New York Yacht Club
5 Halidon Ave
Newport, RI 02840
United States

Industry
Sailing Management
Manages Others
No
Experience Required
Yes
Degree Required
No
Security Clearance Required
No
Housing Provided
No
Employment Type
Full Time
Work Schedule
Full-Time
Travel
No Travel

Job Description

Interested applicants should email a resume to Lynn Lynch at lynchl@nyyc.org

 
SAILING EVENTS COORDINATOR, NEW YORK YACHT CLUB
The Sailing Events Coordinator is a full-time position based out the New York Yacht Club Harbour Court in scenic Newport, R.I. This role is perfect for a proactive and personable professional who enjoys working in the private club and/or sailing industry.
 
NEW YORK YACHT CLUB
The New York Yacht Club, founded in 1844, is one of the world’s leading yacht clubs. The Club was instrumental in the early days of recreational yachting and created the sport’s biggest event, the America’s Cup, a trophy which the Club held for 132 years. In 1988, the Club purchased Harbour Court, the former home of Commodore John Nicholas Brown, to be its waterfront facility. Over the past three decades, New York Yacht Club Harbour Court has become one of the premiere regatta destinations in North America, regularly hosting prestigious national and international championships. Our comprehensive events schedule caters to a wide range of sailing disciplines, including one-design, handicap, classics, team racing, cruising, and more. The season is anchored by signature events such as the Rolex NYYC Invitational Cup, the Annual Regatta, Queen’s Cup, Race Week at Newport presented by Rolex and the annual trio of team races, the Morgan Cup, Hinman Masters and NYYC Grandmasters.
 

The majestic Harbour Court clubhouse sits atop a hill overlooking Newport Harbor as well as the Club’s docks and vast lawn area. The land-side operations are as impressive as the on-the-water activities, and post-sailing social events are a must-attend for all competitors. Tented events for 500 people or more are regular occurrences, and the skill with which they are executed is unrivaled. 

POSITION OVERVIEW
The Sailing Events Coordinator will be responsible for managing the administrative and social aspects of regattas. This includes regatta registration (both online and in person), social event planning and execution, trophy selection and procurement, and volunteer housing arrangements.

The ideal candidate is an organized team player and someone who is independently proactive and looks ahead at what needs to be accomplished. This role involves a significant amount of member interaction so a high level of customer service and communication is key. Private club experience and a sailing background are preferred. This position is an excellent opportunity for someone who is interested in a high-energy environment and understands the demands of a seasonal operation.

·         Regatta organization:

o Development and posting of registration forms and related materials for all events 

o Ongoing management of registration process including confirmation of waivers, rating certificates, social reservations. Follow-up communications and forms development as needed per individual regatta. Provide status and “pace” reports on sign-up as needed and oversight of final on-site registration.

o Interface with club treasurer’s office to assure proper billing and credits as needed, including collection of data from third-party service Yacht Scoring and other vendors.

o Coordinate with Harbour Court events office on calendar management, space-holds and first-stage event booking, for regatta events, working in club management system (Northstar). Follow-up with nearer term event detailing working with events team. Prepare and report “Banquet Event Orders” at weekly meetings, during event season.

o At the direction of Director of Sailing, work with regatta chair to select, order, and receive sailing trophies, gifts, etc. for all events or awards ceremonies. Manage all aspects of swag distribution at registration and/or trophies at event prizegiving.

o Assist with sponsorship activation as required with emphasis on distribution/ordering of swag, gifts, etc. to event participants.

o Responsible for assuring all standard forms are updated and accurate.

o Arrange housing during events for race committee volunteers, umpires, judges and sponsors.

o Has operational role at sailing events in conjunction with house team. Typical duties in addition to prizegiving responsibilities include coordination of run-of-show, confirmation of A/V components, guest check-in, and general troubleshooting. This position includes extended, night and weekend hours in high season.

o Management of the Annual Cruise including registration forms, sign-ups, billing, harbor/travel coordination, docking arrangements, cruise gift, and cruise book.

 

·         NYYC - General

o For all regattas and Sailing Office purchases, responsible to follow bookkeeping procedures including submission of expense invoices, processing of billing.

o Manage all Helly Hansen orders, inventory, etc. for Race Committee, staff and any other related purchases.

o Coordinate Commissioning for all aspects of Sailing Office responsibilities.

o Plan and coordinate Race management Seminars as determined by the RC Chairman.

o Create website posting and updates.

o Provides phone service and on-site greeting and service to members and visiting sailors in the Sailing Office. The Sailing Events coordinator should have a working knowledge of club operations in both houses, be comfortable using club management system and be able to refer or assist members directly with a variety of items.

o Maintains sailing specific email address databases.

o Attends weekly House and Sailing office meetings.

Job Requirements
• Experience on the coordinator level with full-charge responsibility of complex events.
• Hospitality or sports management background. Familiarity with sailing and yacht club operations preferred.
• Experience in coordinating large events including multi-vendor.
• High energy, positive attitude able to handle demands of a busy, seasonal operation.
• Experience with basic financial processing and P&L management.
• Strong writing skills, fluent in Microsoft Office suite of applications, and proficient in general on the computer.
Employer
Sailing Office
5 Halidon Ave
Newport RI 02840
United States

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