Race Services, Administration Supervisor (Whistler, BC, Canada) Whistler Blackcomb

Create Your Experience of a Lifetime!

Come work and play in the mountains!  Whether it’s your first-time seeing snow or you were born on the slopes, joining our team means discovering (or re-discovering!) a passion for the outdoors while building lifelong connections with teammates and guests from around the world.

With 40+ resorts across 3 continents, you can join our team for a season or stay to build a career. From day one, you’ll receive some of the highest compensation rates in the industry, free Epic pass(es) along with free ski and snowboard lessons, 40% retail discounts, the chance to grow through Epic Service – our leading training and development experience, and wellness benefits to fuel your success.

Job Benefits

• Ski/Mountain Perks! Free passes for employees, employee discounted lift tickets for friends and family AND free ski lessons 
• MORE employee discounts on lodging, food, gear, and mountain shuttles
• RSP Options (after 12 months or 2000 cumulative hours of service)
• Employee Assistance Program
• Excellent training and professional development
• Referral Program

Full Time roles are eligible for the above, plus:

• Health Insurance; Medical Insurance, Dental Insurance, and Vision Insurance plans (for eligible seasonal employees after working 500 hours)
• Free ski passes for dependents
• Critical Illness and Accident plans

Job Summary:

To supervise the daily operation of the administrative team that implements all administrative aspects of our sporting/athletic events from event promotion, registration, awards presentation and more on a yearly basis.  The Administrative Supervisor works closely with the Operations Supervisor to ensure that the events produced enhance our guest experience and create memories of a lifetime.

Job Specifications:

• Outlet: Whistler Blackcomb
• Shift & Schedule Availability: Year Round / Full Time
• The budgeted range starts at $52,000 – $63,845.  Actual pay will be adjusted based on experience.

General Duties:

• To ensure all necessary staff and volunteers are hired, trained and efficiently scheduled to deliver a product to meet and exceed Guest expectations.
• Responsible for staff adherence to all policies and procedures of Whistler Blackcomb – including maintaining and updating the admin supplement manual and all on-line information pieces.
• To continually strive to exceed our Mission Statement.
• Responsible for continuous attention to safe work and event practices in all aspects of event production, for compliance with all safety expectations when required and participate in accident investigations and peer review processes.
• Attend weekly supervisor meetings, ensuring that minutes are distributed in a timely fashion.
• Conduct weekly meetings and seasonal performance appraisals with all paid admin staff.
• To set Goals and Objectives for each season based on Manager’s goals.
• Maintain and monitor staff schedules through use of Legion programming providing scheduling 2 weeks in advance and to operate with the approved budgets that have been set.
• Maintain a part time employee schedule and communicate with these staff with respect to their scheduling, attendance and performance as required.
• Responsible for being up to date with all our events formats and ensuring that these are being applied at each event.
• To effectively lead all staff and facilitate appropriate job challenges and job satisfaction.
• Set up, support and monitor in season Brand Activations.
• Set up and monitor interdepartmental communication for Event Department requirements through F & B, PSS, Guest Relations, Maintenance, IT groups.
• Responsible for being up to date with internal communications on a daily basis.
• To responsibly represent Mountain and Event Sponsors as directed by the Brand Division.
• To coordinate and foster positive relationships effectively with other Whistler Blackcomb departments in the operation of events, such as Terrain Parks, Grooming, Patrol, Snowmaking and more.
• To coordinate and communicate effectively with external stakeholders.
• Responsible for all event office equipment, including computers, printers, timing/wiring and other specialized event administrative equipment.
• Responsible for Event Department payroll procedures and weekly timecard approvals
• Responsible for guiding and  leading staff with the successful implementation of all administrative aspects of on mountain athletic events – Guest Connect, Athletepath, CCN, EBrite, Cashout procedures etc.
• Responsible for the staff orientation day and oversight of all Safety Orientation Checklist compliance.
• Responsible for administration of the Special Events at the Race Centre and working with our sales department in regards to special event scheduling.
• Responsible for ensuring that event information is current in all internal and external applications including but not limited to Inside Vail Resorts and the WB website.
• Continuous development, maintenance and supervision of related event systems and results software.
• Communication with Business Systems to ensure that all event products sold through GR are updated annually with dates and approved pricing.
• Develop and supervise participant feedback programs for events.

Job Qualifications

• Demonstrate our core values of Serve Others, Do Right, Be Inclusive, Drive Value, Do Good, Be safe and Have Fun.
• Must be a team player with strong leadership skills and experience
• Exceptional organizational skills and ability to work under pressure
• Must show an attention to details particularly when creating and reviewing documents, communication to participants and/or to various stakeholders
• Problem solver and self-motivated – with an aptitude for computers and numbers
• Extensive resort supervisory skill in a comparable program
• Event administration experience
• An aptitude for computers is required, skilled in MS office software as well as an ability to work with and adapt to the needs of custom software programs
• Previous experience in time sensitive results production
• Strong skier or snowboarder with ability to carry heavy bulky loads

Vail Resorts is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other status protected by applicable law.

Requisition ID 498703
Reference Date: 10/24/2023
Job Code Function: Mountain Events