ETS Operations Administrator

Position Description

Position Title: ETS Operations Administrator

Department: Event and Travel Services (ETS)

Reports to: ETS Supervisor

Position based in: Miami, FL

COMPANY INFORMATION:

We are the Confederation of North, Central America and Caribbean Association Football, one of six continental confederations of FIFA (Fédération Internationale de Football Association). Concacaf serves as the governing body of football in this part of the world. It is composed of 41 national associations united by the passion for football, from Canada in the north to Guyana, Suriname and French Guiana in the south.

Concacaf is committed to developing, promoting, and managing football throughout the region.

POSITION PURPOSE:

The ETS Administrator will support the Event and Travel Services Department and contribute to the success of the Administration division and the overall organization. The candidate will be responsible for administering events from planning through closing, while also providing general support to the ETS department. This role requires strong service orientation, the ability to work in an environment with continuous travel demands, and the effective use of technology to support daily operations and stakeholder coordination. This role works closely with internal and external stakeholders

ESSENTIAL FUNCTIONS:

• Administer technological solutions to coordinate guest participation and collaborate closely with other departments to plan the scope and format of events.
• Administrate the full lifecycle of meetings and events, including RFP development, site inspections and selection, vendor negotiations, onsite staffing, and post-event reconciliation and reporting.
• Oversee all accommodation-related aspects of events, including hotel sourcing and contracting, rooming list administration, food and beverage coordination, and paymaster reconciliation for teams, staff, and VIP guests.
• Oversee onsite event operations, including setup, real-time issue resolution, staff communication, and post-event breakdown.
• Coordinate stadium hospitality operations to ensure a high-quality guest experience.
• Simultaneously plan and execute multiple national and regional meetings, maintaining organization across those events.
• Draft contractual terms and conditions in alignment with organizational standards.
• Ensure full compliance with Concacaf policies and procedures throughout the ETS process.
• Develop and finalize Banquet Event Orders (BEOs) in collaboration with event venues.
• Oversee meeting preparation logistics, including ordering and shipping of event materials.
• Reconcile event-related expenses and ensure accurate financial coding for payment processing.
• Prepare, monitor, and administer budgets for events.
• Coordinate with the Brand Marketing team to develop event materials and signage aligned with brand guidelines.
• Provide administrative and operational support to the Event & Travel Services (ETS) department.

SPECIFIC JOB KNOWLEDGE, SKILL, AND ABILITY:

The individual must possess the following knowledge, skills, and abilities and be able to explain and demonstrate that s/he can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities

• Bachelor’s degree in Hospitality or a related field.
• Proven experience in event project management and travel logistics (air and ground transportation).
• Strong technology orientation with the ability to quickly adapt to and leverage event-related platforms and systems to enhance operational efficiency.
• Strong negotiation skills with hotels and vendors.
• Excellent organizational, analytical, and problem-solving abilities; able to manage multiple priorities.
• High level of professionalism, integrity, and discretion when handling confidential information.
• Client-focused mindset with strong attention to detail and reliability.
• Ability to manage multiple tasks in a fast-paced environment.
• Strong technical skills, including proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint); Microsoft Project is a plus.
• Experience with event management platforms (e.g., Cvent) and registration systems.
• Familiarity with ticketing systems, logistics tracking tools, and event mobile apps.
• Experience with post-event reporting, surveys, and data analysis.
• Knowledge of VIP protocol and high-level guest relations.
• Strong written and verbal communication skills; bilingual (English/French or Spanish) preferred.
• Excellent interpersonal skills with experience working in multicultural environments.
• Flexible and adaptable, with the ability to work both independently and within teams.
• High level of integrity and discretion in handling confidential information is critical and professionalism in dealing with others both inside and outside of the confederation is a must.
• Candidate must have the flexibility to travel nationally and internationally on short notice for the performance of his/her duties. Approximate travel requirement: 50%

Due to the cyclical nature of the sports and entertainment industry, the employee may be required to work varying schedules, including game nights, to reflect the business needs of the company.

This job description in no way implies that the duties listed here are the only ones the employee can be required to perform. The employee is expected to perform other tasks, duties, and training as dictated by their supervisor.

Concacaf provides comprehensive benefits offerings to all full-time employees. Our benefits are competitive according to the market.

Concacaf is an equal opportunity employer, and we welcome applications from all backgrounds regardless of race, color, religion, sex, ancestry, age, marital status, sexual orientation, gender identity, disability or any other classification protected by law.

If you are interested in applying for this position, please send an updated CV to Jobs@Concacaf.org

All applicants must be legally authorized to work in the United States and will be required to submit proof of such eligibility.