Special Project Coordinator

Highly experienced with hotel contracts and negotiating, meeting planning and product ordering tracking
Experience with Meeting Evolution, Cvent or other event registration sites
Strong Microsoft excel and PowerPoint skills
Strong collaborative team player
Excellent organizational and record keeping skills
Strong presentation skills
Ability to work in high stress and fast paced environments and be self-motivated
Fluency or strong understanding of Spanish and other languages is a plus
Bachelor’s degree or equivalent experience
An understanding and appreciation of the history and culture of baseball is required; strongly preferred
Experience working in a professional sports and/or special events environment

Create RFP’s, track proposals and draft agreements; 35+ per year
Assist in building and managing event registration websites
Maintain hotel room blocks, assignments, submit rooming lists, change reports and review no-show reports
Assist with planning details including, but not limited to, set-up and logistics of all offices and/or function space, food & beverage, audio visual, signage, hospitality events and vendor coordination at All-Star, World Series and other business or baseball meetings throughout the year
Post-event final pick-up reporting and invoice reconciliation
Assist Manager with budget tracking
Complete and submit hotel direct bill applications and/or credit card authorization forms
Coordinate All-Star Planning trips’ room blocks and official hotel partner survey
Work on ASG special projects which include Wardrobe, Gift Bags, Red Carpet Show Beauty Suite/Gifting, Golf Outing, VIP Welcome Amenity allocation and delivery coordination and custom keycards
Support Team Check Ins
Postseason hotel procurement process for MLB Staff, VIPs, Youth and Bankers
Work cross-functionally with various internal departments on event related specifics
Create and implement mobile event apps
Prepare purchase orders, maintain all purchasing records, track orders and ship to event sites
General support for Events Department
Ability to travel domestic and international up to 50% and work flexible hours
Ability to lift and move heavy boxes

Advanced degree or certification(s) is a plus
Understanding and appreciation of the history and culture of baseball is strongly preferred