Honored Guest Program Coordinator

POSITION DESCRIPTION

Position: Honored Guest Program Coordinator
Department: Sport & Competition

Location: Washington D.C. (Hybrid, 2 days a week in the office)

Supervisor: Senior Manager, Events & Hospitality Programs, Sport & Competition
Date: January 15, 2025 – March 21, 2025

FLSA Status: Non-Exempt

Hourly Rate for US Based staff: $21.33 - $25.09

 

Organization Overview:

 

Founded in 1968, Special Olympics is a global movement to end discrimination against people with intellectual disabilities. We foster acceptance of all people through the power of sport and programming in education, health, and leadership. With nearly four million athletes and Unified Sports® partners and one million coaches and volunteers in more than 170 countries, Special Olympics delivers more than 30 Olympic-type sports and nearly 50,000 games and competitions every year. Learn more at SpecialOlympics.org. 

 

Position Overview:

An important part of World Games is the Honored Guest Program, which brings together a select group
of individuals from around the world who support Special Olympics. This “VIP” hospitality program will
offer up to 1,000 invited Honored Guests a high-level experience at the 2025 Special Olympics World
Winter Games Turin occurring March 8-15, 2025.

The Honored Guest Program Coordinator will support the Senior Manager, Events & Hospitality
Programs, and the entire Honored Guest Team, with the organization of key guest engagement
activations (Parade of Athletes, Volunteer Dedicated Hosts and special events) and management of
guest data in the registration system. The coordinator will assist the Guest Team in overall Program
operations and events including use of the Cvent registration system and Smartsheet management
tools.

The Coordinator will be a critical part of the Honored Guest Team, implementing the Guest Program
with excellent attention to detail, proficiency in systems and Excel, and a readiness to jump right in!

Responsibilities:

Prior to World Games
• Learn and understand the key features of Honored Guest registration system (Cvent)
• Review and support the clean-up of Honored Guest registration data
• Support SOI Staff Relationship Manager outreach for Parade of Athletes interest and
assignments, coordinating with Relationship Managers on guest assignments maintaining the
administrative tracking and materials related to Parade of Athletes assignments
• Track Designated Host interest and prepare for assignments maintaining the administrative
tracking and materials related to Dedicated Hosts
• Be involved in credential management; verifying data prior to printing and ensuring all
credentials are accounted for

 

During World Games
• Understand and be able to execute all the functions of the Guest Management System
including: updating invitation lists, assigning transportation, generating reports and updating
registration information
• Working closely with the Local Organizing Committee (LOC) and SOI Staff Relationship
Managers, support the Dedicated Host assignment, check-in, and management process
• Support creation of final preparation materials for guest participation in the Parade, support
check-in and organization of Honored Guests marching in the Parade of Athletes
• Support of Priority Guest management as needed, including helping manage the Honored Guest
Welcome Center during credential pick up
• Support other aspects of the Honored Guest Program and events as needed

 

After World Games

• Collect and catalog post-Games transfer of knowledge materials (final lists, participation reports,
etc.)
• Provide a final report with recommendations on improvements for the Honored Guest Team

Status:
Part-time; hourly position (between 20-40 hours/week January - March)

• The Honored Guest Program Coordinator must be available to travel to Turin at least one week prior
to, and during the World Games

 

Qualifications:
• Experience in the hospitality industry and/or managing volunteers
• Excellent time management and organizational skills working independently and as part of a team
• Experience working with high-profile individuals
• Proficiency or expertise with Excel
• Experience with Smartsheet or similar project management tools
• Excellent writte