Events and Hospitality Coordinator
About this role
Summary: The Events & Hospitality Assistant provides essential operational support across the company with events, tours, recognition programs, and community engagement initiatives. This role ensures smooth execution of day‑to‑day activities by coordinating logistics, maintaining organized processes, and supporting departmental communication. The position also manages internal gifting programs, tracks charitable requests, and assists with administrative tasks that keep the department running efficiently. When senior team members are unavailable, the Assistant ensures continuity by overseeing event and tour execution within established plans and guidelines.
Supervisory Responsibilities: None
Essential Duties and Key Responsibilities include the following:
Event & Tour Coordination
Supports planning, logistics, and on‑site execution for organizational events.
Maintains monthly event tracking, including internal, external, partner, and military usage.
Assists with scheduling and coordinating tours, including communication, preparation, and follow‑up.
Conducts and assist with VIP tours.
Provides on‑site operational support during events and tours to ensure smooth execution.
Oversees event and tour activities in the absence of senior team members (Sandi and Beth), following established plans and procedures.
Recognition & Gifting Programs
Manages ordering, tracking, and distribution of championship and win rings, along with all communication with Department Managers.
Coordinates employee gifting programs, including inventory management and distribution logistics.
Maintains documentation for Spirit Awards and related recognition processes.
Community & Charity Engagement
Oversees incoming charity requests, including reviewing submissions, managing correspondence, and ensuring timely fulfillment.
Tracks monthly charity activity, including requests received, items sent, and contact information.
Administrative Support
Provides general administrative support, including documentation, scheduling assistance, and communication management.
Helps maintain the department event calendar and updates notes as needed.
Creates and maintains the Event Reference Sheet, stored in monthly folders for the Director, detailing room setup, catering, tables, AV equipment, and other event requirements.
Maintains organized records and ensures timely follow‑up across all assigned responsibilities.
Manages and triages incoming calls and emails, ensuring prompt and professional.
Additional Support Responsibilities
May & October Fan Fest
Partner Receptions
Home Track Assistance
Backup At‑Track Travel
Carowinds – Employee Events
Season Kickoff & Championship Employee Event/Lunch
Qualifications:
High School diploma or GED required for the role. Associate or bachelor’s degree in hospitality, marketing or communications preferred.
Minimum of one year experience in hospitality or customer service.
Ability to anticipate and deliver upon the needs of the organization .
Provide and apply creative solutions to maintain workflow.
Ability and willingness to prioritize and realign priorities when situations change.
Demonstrates a positive attitude, in the face of difficult or dynamic circumstances.
Handle a fast-paced, multi-tasking environment, and prioritize effectively.
Must have strong organizational skills including the ability to prioritize, handle multiple projects simultaneously, and meet deadlines.
Familiarity with on-site event setup, logistics and breakdown procedures.
Demonstrate exceptional written and oral communication skills.
Solve practical problems and deal with a variety of dynamic situations.
Customer first attitude.
Ability to work a flexible schedule including nights, holidays and weekends.
Ability to work independently and in a team environment.
Desired Education:
√ GED
√ High School Diploma
o Associate Degree
o Bachelor Degree
o Master Degree
o Doctorate Degree
Field of Study/Work Experience:
o Accounting
o Automotive
o Business
o Information Technology
o Engineering
√ Other: Events or Hospitality
Desired Work Experience:
√ 1 year
o 3-5 years
o 5+ years
Education/Experience:
High School diploma or GED required for the role. Associate or bachelor’s degree in hospitality, marketing or communications preferred. Minimum of one year experience in hospitality or customer service.
Certificates and Licenses:
√ Valid Driver’s License
√ Must possess or be able to obtain Real ID identification within 30 days of hire
√ Must possess a current, valid passport for travel requirements
Computer Skills:
Intermediate computer skills are required.
Communication Skills:
Must have an ability to communicate effectively with others and serve as a team player to both departmental and organization team members. Ability to understand and follow instructions. Ability to communicate effectively with customers and company personnel.
Attendance Expectations:
The position requires regular and predictable attendance. Scheduled shifts may include evening hours, weekends, and holidays. Ability to work a flexible schedule is required. Role is not remote and must regularly be performed in the assigned office location. Travel may be required for this role.
Physical Demands:
Frequently sits, manually manipulates and lifts/carries/pushes and pulls up to 10 pounds. Occasionally stands, walks, reaches outward and above shoulder level, bends and squats. Occasionally lifts/ carries/ pushes and pulls up to 50 pounds.
Environmental Demands:
Primarily works indoors in an office environment. May occasionally perform work in areas outside of the office environment. May be required to work outdoors for events setup.
Verbal and Writing Ability:
Ability to read and comprehend instructions, correspondence, and memos. Ability to effectively present information in one-on-one and small group situations to customers and other employees.
Math Ability:
Ability to add, subtract, multiply and divide.
Reasoning Ability:
Ability to apply common sense understanding to carry out instructions. Ability to deal with standardized situations.
Core Values
Hendrick Motorsports expects all employees to exemplify the following core values:
Servant Leadership
Putting others first.
Teamwork
Achieving more together.
Integrity
Doing what is right.
Enthusiasm
Bringing passion each day.
Winning Mindset
Setting the standard relentlessly.
Accountability
Taking ownership of one’s actions.
Continuous Improvement
Driving excellence through innovation.
This job description in no way states or implies that these are the only duties and responsibilities to be performed by this employee. The employee will be required to follow any other instructions and to perform any other duties and responsibilities at the request of a supervisor. This job description is subject to revision at the discretion of the company.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.
This Position cannot be performed remotely.
Hendrick is an Equal Opportunity employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. For more information regarding the EEOC, please visit https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf.