Sr. Coordinator, Partnership Activation - Arlington

POSITION TITLE:
Sr. Coordinator, Partnership Activation

REPORTS TO:
Corporate Partnerships & Events Manager, Grand Prix of Arlington

LOCATION:
Arlington, TX

FLSA STATUS:
Exempt

EMPLOYMENT TYPE:
Full-Time

ABOUT US

At Penske Entertainment, we don’t just host world-class events; we create unforgettable moments. Our team fuels four iconic motorsports brands:

• Indianapolis Motor Speedway (IMS) – home of the world’s largest spectator sporting facility and annually hosts the world’s most prestigious auto race: the Indianapolis 500 presented by Gainbridge.
• INDYCAR - The Indianapolis-based governing body for North America's premier open-wheel auto racing series, the NTT INDYCAR SERIES, and its developmental series, INDY NXT by Firestone.
• IMS Productions - A multifaceted broadcast and multimedia division that helps bring INDYCAR and IMS events to life for global audiences.
• Motorsports Events Management (MEM) – Promotes major events featuring premier motorsports series throughout the United States.

Whether on the track, behind the scenes, or on the screen, our people are at the heart of everything we do. If you’re ready for a career where excitement, purpose, and impact collide—we want to meet you.

WHAT YOU’LL DO

The Senior Coordinator, Partnership Activation, is responsible for supporting the execution and fulfillment of sponsorship partnerships for the Java House Grand Prix of Arlington. This role plays a key part in bringing partner programs to life by coordinating activations, managing contractual deliverables, supporting hospitality experiences, and ensuring exceptional service for sponsors throughout the partnership lifecycle.

Working cross-functionally with internal teams, vendors, and external partners, the Senior Coordinator helps deliver memorable fan experiences, maximize partner value, and contribute to the overall success of one of motorsports' most exciting events.

YOUR RESPONSIBILITIES

Partnership Fulfillment & Activation

• Collect and organize partner assets (logos, creative, approvals) for websites, signage, and printed collateral.
• Support execution of contractual elements such as sponsorship rights, hospitality packages, PA/Jumbotron announcements, ticket discount codes, displays, and fan engagement activations.
• Assist in the development of post-event recap reports, including proof of performance, media value, photography, and engagement metrics.

Partner Communication & Relationship Support

• Help manage day-to-day partner relationships by providing timely communication, coordinating deliverables, and supporting sponsor needs.
• Assist in drafting agendas and recap decks for partner meetings.
• Representing the Grand Prix of Arlington at partner activations and community appearances.

Event & Hospitality Operations

• Support planning and execution of partner events, including vendor coordination, catering, AV, and décor.
• Manage RSVP lists, prepare run-of-show documents, and coordinate event logistics.
• Assist with race-weekend hospitality operations, including suite management, ticket and credential distribution, guest check-in, and guest logistics.
• Participate in site visits, operational meetings, and track walk-throughs to ensure readiness of partner activations.

Cross-Functional Collaboration

• Coordinate with vendors for signage, print, promotional materials, and activation logistics.
• Support inventory management by tracking available and sold sponsorship assets.

Reporting & Administrative Support

• Maintain organized partner files, contracts, and documentation.
• Assist with tracking and reporting partnership activation metrics and ROI.
• Provide administrative support for departmental tasks, including database management, scheduling, and meeting prep.

WHAT YOU BRING

We’re looking for someone who’s ready to bring great effort every day and is committed to growing with us.

Required Experience & Skills:

• Minimum 3 years of direct experience in sports, live events, sponsorship, marketing, or hospitality preferred.
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Excellent communication and relationship-building skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); project management tools (Wrike) and CRM software experience is a plus.
• Positive, proactive, and resourceful mindset with strong attention to detail.
• Ability to thrive in a fast-paced, team-oriented environment.
• Flexibility to work extended hours, evenings, weekends, and race weekends.

Education:

• Bachelor’s degree in marketing, communications, sports management, hospitality, or a related field preferred; equivalent experience considered.

Leadership:

• This role does not have direct supervisory responsibilities.

FLEXIBILITY & TRAVEL

• Standard hours are Monday–Friday, 8:30 AM to 5:00 PM
• Extended hours required during race weekends and key event periods
• Our teams work together to create flexibility that supports life in and out of work

PHYSICAL DEMANDS

• Ability to lift to 25lbs
• Extended periods of standing or walking (as needed)
• Comfort working indoors/outdoors and around event noise

WORK ENVIRONMENT

• Fast-paced, collaborative office and event settings

BENEFITS & PERKS

We take care of our team with a competitive benefits package that includes:

• Medical, dental, vision, and life insurance
• 401(k) with 100% company match up to 5%
• Paid vacation, personal, and sick days 12 paid holidays
• Generous paid parental leave and tuition assistance
• On-site fitness center and wellness programs
• Discounts on meals, gear, and more

EQUAL OPPORTUNITY

Penske Entertainment is proud to be an equal opportunity employer. We’re committed to creating a workplace where everyone can thrive—regardless of race, gender, orientation, background, or ability.