Run Calgary Race Director
Closes July 28, 2017
The Race Director position is a new “Senior Manager” level position within the Run Calgary staff structure and is responsible for organizing and managing race operations for the Run Calgary series.
Run Calgary hosts the city’s largest run event—The Scotiabank Calgary Marathon Race Weekend, an annual multi race running event (50K, marathon, half, 10K and 5K). Run Calgary is a nonprofit organization with a volunteer board of directors, 4 full-time staff members, and a group of more than 50 committee members who make race day possible. Run Calgary also hosts Calgary’s Sporting Life 10K, The University of Calgary’s Dino Dash and a variety of other fun runs throughout the year.
Package: Commensurate with experience and includes benefits plan, bonus structure and 3 weeks holidays.
Working Hours: 40 hours per week plus evening and weekend events throughout the year
Course Operations for Calgary Marathon
Serve as the on-staff Race Director, working closely with the volunteer Course Committee to manage all course planning, logistics and execution.
Supervise and lead the volunteer Course Committee, including Course Marshall captains, Aid Station Captains, Lead Cyclists, etc.
Assist relevant committee members with detailed planning for their area. Ensure that Committee members are communicating with each other as appropriate.
Work with Sector Captains to integrate and align all sector personnel, including communications with Calgary Police Service (CPS), Calgary Transit and Roads.
Schedule and lead all course meetings, including in-person meetings and conference calls
Work closely with CPS to determine road closures and officer requirements
Determine and manage course barricade and coning needs
Work with City Roads and outside vendors to ensure proper coning and barricading of the course
Schedule meetings and site visits with CPS, volunteers, committee members, vendors and City partners as needed to ensure proper execution on race week
Work with sponsor activation manager to ensure all required sponsor activations are integrated into course planning and execution
Develop a robust plan for community outreach to residents, businesses, and churches along the course, including Electronic Message Boards, door to door flyers, yard signage and inclusion in relevant community newsletters
Consult with Medical Director to determine medical locations and processes
Meet regularly with Aid Station captains to determine logistics, supplies and volunteer needs
Determine all Portapottie placements throughout the course. Work with vendor to create set up and strike schedules as needed
Work with course teardown captain and third-party vendors to schedule clothing pick-up and course clean-up
Design, plan, and execute various runner-related course elements, including course turnarounds, course splits, etc.
Determine fencing and signage needs and work with vendors for placement and strike
Work with photography partners to determine best on-course locations
Schedule post-event meetings, including committee after action, warehouse clean-up, vendor after action, etc.
Schedule course measuring and certification with third party vendor
Obtain all necessary permits, including city, county and state permits
Work with designer to create course maps, including both internal and external map
Oversee course vehicle needs and ordering
Other Race Events
Includes all above-mentioned Course Director responsibilities
Oversee the planning and execution process for the Run Calgary series including oversight for integration with non-course committees
Create all planning documents, including production schedules, maps, etc.
Consult with committee and staff to ensure course integration with start and finish line execution
Work with internal staff to determine logistics needs for registration, awards ceremony, gear check, post-race F&B, medal distribution, and other pre and post-race service areas
Warehouse and Storage Space
Oversee all warehouse operations throughout the year
Work closely with staff and committee to manage deliveries and storage space
Assist with other tasks or duties as requested
Work with the team to develop new events or evolve current events to better meet the needs and expecations of our participants.
Assist with answering phones or other administrative tasks during peak customer service periods
Annual Planning & Year-Round Responsibilities
Develop annual budget needs, maintain budget compliance throughout the year
Conduct effective and efficient pre-race planning for all areas of oversight, and collaborate with relevant staff and committee members throughout the process
Collect post-race feedback from relevant staff, volunteers, vendors and contracts—compile reports related to all areas of oversight
Develop new methods or ideas related to best-in-class race operations, with the customer and volunteer experience as the highest priority
Set goals and create timelines for all areas of oversight annually, report on progress and issues throughout the year
Be aware of issues that pertain to the community, such as street closings, race timeline for neighborhoods, parking, etc.
Daily Office Responsibilities
Support colleagues in a respectful and thoughtful manner, assist whenever the need arises
Assist staff, committee members, and sponsors with issues pertinent to this job description, as appropriate
Work with committee members as needed and within reasonable parameters to aid them in carrying out their duties, including logistics and direction
Be accountable for time and location during working hours
Answer phone calls, emails, etc. in a timely and professional manner
Maintain a clean and efficient working environment, including common areas
Minimum 3 to 5 years’ experience in a leadership role
Min. 2 years experience in operations
Running experience is a plus, but not required
Excellent written and verbal communications
Familiar with Microsoft Office, including Outlook, Word, Excel and PowerPoint
Ability to learn new event management software platforms
Leadership through knowledge, commitment and communication
Committed to excellence and customer service
Problem-solver, cool under pressure
Develop relationships with both internal and external stakeholders
Able to build consensus and negotiate agreement with stakeholders
Passionate about learning and innovating
Detail-oriented and organized
Self-motivated and goal-oriented
Ability to regularly lift weights for events up to 25 lbs. and occasionally weights up to 40 lbs.
Available to work non –traditional business hours during assigned events and to attend evening and morning meetings
Able to handle busy, fast-paced, deadline-driven environment, with attention to detail and ability to maintain a calm presence during challenging situations
Four-year degree preferred
Experience with non-profits and volunteerism a plus
Please email cover letter and resume to email@example.com with RUN CALGARY RACE DIRECTOR APPLICATION in the Subject. No phone calls please.