Event Planner

Varsity Brands

Event Planner responsible for organizing travel and logistics for events at Varsity Spirit. Ensuring operational efficiency while supporting event personnel and managing financial details.

Posted 7/22/2026full-timeHouston • Texas • 🇺🇸 United StatesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in event coordination, including travel and lodging arrangements, payroll administration, and compliance with labor regulations. Proficient in managing staffing logistics and financial forecasting to support successful event execution.

Highest-signal resume keywords

Event CoordinationPayroll AdministrationMicrosoft ExcelSalesForceTime Management

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Event CoordinationPayroll AdministrationBudgetingData ReportingTimecard AuditingStaff SchedulingLogistics ManagementCompliance MonitoringFinancial ForecastingMulti-tasking

Soft Skills

Excellent CommunicationOrganizational SkillsAttention to DetailTeam CollaborationIndependent Work

Tools & Technologies

SalesForceUKGWorkdayVarsity University LMSConcurMicrosoft OfficeSharepointAdobe

Industry Keywords

Event ManagementLabor ComplianceTravel CoordinationStaffingCompetition Management

About the role

Key responsibilities & impact

Coordinate all travel and lodging arrangements for event personnel, including staff, judges, and other event support roles, for camps, competitions, and related events.
Work closely with external suppliers and vendors as needed (hotels, travel agency, etc.)
Serve as the primary point of contact for event timekeeping and payroll administration, ensuring accurate, compliant, and timely processing of employee compensation.
Monitor staffing hours, schedules, overtime, and meal/rest break compliance, proactively identifying and addressing potential labor and wage-and-hour risks.
Audit timecards and payroll records, investigate discrepancies, resolve missed punches and payroll exceptions, and ensure all corrections are completed prior to payroll deadlines.
Partner with event leadership and managers to support timecard approvals, documentation, labor budget adherence, and compliance with company timekeeping policies and procedures.
Partner with Staffing Directors to confirm staff for competitions and communicate closely with event personnel prior to planning staff assignments, housing, and travel.
Communicate travel and all necessary event information to staff and judges prior to the event.
Assist with collaborating with the Event Coordinator and other office staff to ensure best practices are followed.
Assist and/or schedule box office staff and/or manage internal ticket systems and admissions reporting as needed.
Responsible with preparing pertinent post event details and financial information with Event Coordinator and/or Finance Manager.
Assist with budgeting and forecasting pre-event financials with Event Coordinator.
Drive achievement of travel targets by proactively adjusting schedules and logistics to maintain alignment with operational goals.
Maintain relationships with groups and staff from events to increase retention.
Organize ground transportation for event personnel by coordinating travel manifest based on arrivals and departures.
Assist with evaluating staff intent to work each season and establish staff pay rates based on years of service.
Serves in a mid-level management and/or support role at events.

Requirements

What you’ll need

Bachelor’s degree in business or related field or equivalent work experience.
Experience of at least 3 years in events preferred.
Cheer or Dance experience preferred.
Knowledge of SalesForce, UKG, Workday, Varsity University LMS, and Concur including how to pull reports and input data.
Strong fluency in Microsoft Excel, Sharepoint, and Adobe along with other Microsoft Office programs.
Excellent verbal and written communication skills.
Ability to work independently and as a team.
Ability to multi-task and work efficiently.
Strong organizational skills and attention to detail.
Strong time management and attention to timelines.

Benefits

Comp & perks

Comprehensive Health Care Benefits
HSA Employer Contribution/ FSA Opportunities
Wellbeing Program
401(k) plan with company matching
Company paid Life, AD&D, and Short-Term Disability
Generous My Time Off & Paid Holidays
Varsity Brands Ownership Program
Employee Resource Groups
Access to Financial Coaching and member-owned Credit Union
St. Jude Partnership & Volunteer Opportunities
Employee Perks including discounts on personal apparel and equipment!