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Championships Events Coordinator

2 months ago

St Andrews, United Kingdom The R&A Full time

Job Title: Championships Events Coordinator

Department: Professional Championships

Reporting To: Manager - Championships

Direct Reports: 0

Version: V

Job Purpose

The primary objective of this role is to deliver comprehensive administrative assistance to the Championships Department and its external partners, ensuring that operational processes and workflows are executed efficiently and within established timelines, thereby facilitating the successful execution of professional championships.

Key Responsibilities

  • Assist the Director and Managers – Championships in executing various components of The R&A's Professional Championships from an administrative standpoint.
  • Coordinate travel arrangements for team members and external stakeholders as necessary, adhering to budgetary constraints and escalating any potential budget overruns to the finance department for authorization.
  • Collaborate with local authorities hosting events to ensure effective organization, structure, and scheduling of multi-agency meetings.
  • Organize and manage meetings for the Tabletop Exercise Working Group and on behalf of the Chief Medical Officer, ensuring timely distribution of invites, agendas, and minutes, as well as preparing presentations and planning documents as needed.
  • Facilitate the application and accreditation process for volunteers at The Open, assisting in the collection, documentation, and storage of information in the Online Portal, while coordinating with the internal accreditation team as required.
  • Develop and prepare communication materials and briefing documents for various volunteer and staff groups, and collaborate with designated suppliers on the design and format of these materials.
  • Oversee the approval process for departmental invoices in accordance with R&A Finance protocols, ensuring timely payments to vendors.
  • Assist in the planning and execution of various Championship meetings by securing venues and ensuring all logistical elements are managed effectively.
  • Contribute to the Championships' objectives of enhancing accessibility for all attendees by participating in the accessibility working group for The Open and AIG Women's Open.
  • Prepare documentation for the Open Qualifying team during the planning phases.

Resources

  • Monitoring of designated budget lines.

Qualifications

  • Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
  • Experience in collaborating with both internal and external stakeholders.
  • Scottish National 5 qualifications in English and Maths, or equivalent.

This job description serves as a guideline for the nature and scope of responsibilities associated with this position. It is not intended to be an exhaustive or definitive list, and jobholders may be required to undertake additional duties that are appropriate to the role.