Coordinator, Hospitality & Travel Services

The primary work location is the CEM Office in Chicago, Illinois, with occasional work at event sites throughout Chicago. This includes managing the day-to-day task(s) leading up to events and day-of coordination of the examples listed below: • * Chicago Marathon: Finish Line Lounge, Skyline Hospitality, Premier Runner Program, Start Stage, Employee Volunteer • Shamrock Shuffle: Buckingham Hospitality, Start Stage • Chicago 13.1: Boulevard Hospitality, Start Stage • Coordinate hospitality elements for event hospitality venues, including but not limited to: • * Design and ordering of various print projects • Venue layouts and equipment • Décor recommendation • Food and beverage, sponsor product • Inclusion of various sponsor activations within facilities • Recruitment of hospitality staff • Support Coordinator, Meetings & Events with the execution of event related meetings and events • Collaborate and coordinate with internal departments, such as Sponsorship, Operations and Workforce Management, on resource procurement, allocation, and management, identifying opportunities to use existing assets and reduce expenses • Oversee Hospitality Operations and Logistics contractors • This role may be asked to support Emergency Planning and Preparations task(s) and duties, including but not limited to updating existing documents and processes related to medical response, facility evacuation, facility operational failures, etc. Travel Accommodation Coordination • Coordinate travel, transportation, and housing trade inventories to be used for various housing booking and incentives • Coordinate travel (air, housing, transportation) for all event stakeholders requiring accommodations, including providing confirmations, strategically using available inventories to fulfill needs • Generate and provide detailed travel itineraries for select individuals, such as invited athletes and high-profile guests, including confirmations and any necessary forms • Assist with developing and implementing internal and external travel requirements • Assist with developing and implement travel reimbursement policy and process; coordinate with Workforce Management and Finance/Accounting on process and procedures • Process expenses associated with booked travel, including following and financial tracking and allocation requirements • Coordinate travel (air, housing, transportation) for CEM Staff for outside events; e.g., other races/events, industry conferences, tradeshows, meetings, etc., adhering to internal and external travel requirements Benefits & Perks • Medical, dental, vision, life and short-term disability insurances with generous company contribution to medical and dental premiums • Company paid basic life and long-term disability insurances • Access to Employee Assistance Program and discount programs • Optional legal and ID protection insurances • 401K plan with access to financial advisors • Hybrid work policy • Potential for discretionary mid-year and year-end bonuses • Limited opportunity to attend industry events and professional development conferences • Event-issued merchandise Requirements: • Passion for hospitality services, event production or the endurance sports industry • Working knowledge of event safety and risk management principles • High integrity, strong work ethic, and personal accountability • Ability to manage multiple priorities in a fast-paced, deadline-driven environment • Proven ability to collaborate effectively across departments and build consensus • Excellent written and verbal communication skills • Strong planning, organizational, and follow-up skills • Strong people, process, and customer service skills • Exceptional time management and attention to detail • Excellent analytical and research skills • Proficiency in Microsoft Office, Adobe Illustrator, InDesign, Photoshop, databases, and related project management tools • Ability to work nights, weekends, and non-traditional hours as required by event and program schedules • Ability to travel as required (5–10%)