Coordinator, Group and Membership Solutions

Key Responsibilities

• Coordinate the execution of established group programs and experiences, including theme nights, youth hockey activities, pregame hospitality, fundraising programs, group recognition, and other group events.
• Maintain detailed timelines, checklists, guest lists, ticket requirements, fulfillment needs, and internal deadlines for each assigned group program.
• Cook up operational details such as ticket distribution, seating information, waivers, credentials, parking, hospitality, signage, gifts, recognition elements, and participant instructions.
• Serve as an execution resource for Group Sales representatives by gathering program details, tracking deliverables, communicating status, and helping resolve logistical issues.
• Prepare and distribute clear event information to group leaders and participants, including arrival instructions, schedules, access details, and day-of-event expectations.
• Provide on-site support for group experiences and ensure all promised program elements are delivered accurately and on time.

Membership Event Execution

• Coordinate the planning and execution of established season-ticket member events, benefits, and experiences throughout the year.
• Develop and maintain event timelines, run-of-show documents, registration lists, staffing plans, communications schedules, and operational checklists.
• Manage member registration, ticketing, confirmations, waitlists, guest information, waivers, credentials, and event-related inquiries.
• Cook up event logistics with internal departments and external partners, including venue setup, food and beverage, security, parking, entertainment, signage, technology, premium spaces, and guest flow.
• Support the preparation, organization, and distribution of member benefits, gifts, credentials, event materials, and other fulfillment items.
• Provide on-site event leadership and support, troubleshoot issues in real time, and help ensure members receive a welcoming and well-organized experience.

Communication, Administration, and Reporting

• Maintain accurate event and participant information in CRM, ticketing, registration, and shared project-management systems.
• Track RSVPs, attendance, fulfillment, expenses, invoices, inventory, and other event details; prepare post-event summaries and reconcile outstanding items.
• Create and maintain internal event documents, calendars, contact lists, staffing assignments, and status updates for stakeholders.
• Respond promptly and professionally to group leader and member questions related to assigned programs, benefits, and events.
• Identify execution risks, communicate concerns early, and follow established escalation processes to support timely resolution.
• Maintain organized records and reference materials that support consistent execution across recurring programs and events.

Cross-Functional and Event-Day Support

• Work closely with Group Sales, Membership Retention, Ticket Operations, Marketing, Game Presentation, Partnerships, Community Relations, Premium, Guest Services, Security, Facility Operations, and other departments to coordinate event needs.
• Participate in event-planning meetings, communicate assigned deliverables, and follow through with internal and external stakeholders.
• Support Pittsburgh Penguins home games, member events, group programs, playoff games, and other special events as assigned.
• Perform other duties related to group program and membership event execution as assigned.

Qualifications

• Strong organizational and project-management skills, with exceptional attention to detail and the ability to manage multiple events and deadlines simultaneously.
• Ability to think creatively and outside the box when necessary, to keep processes fresh and efficient.
• Excellent written and verbal communication skills and the ability to provide clear information to guests, colleagues, and partners.
• Strong customer service instincts and a calm, positive, solutions-oriented approach during live events.
• Ability to collaborate across departments, follow established plans, manage assigned deliverables, and communicate potential issues proactively.
• Ability to work irregular and extended hours, including evenings, weekends, holidays, home games, and special events as assigned.

Preferred Qualifications

• Bachelor’s degree in sport management, business, hospitality, event management, communications, or a related field preferred.
• One to three years of experience in event coordination, sports, live entertainment, hospitality, customer service, or a related field preferred.
• Proficiency with Microsoft Office, including Excel, PowerPoint, Word, and Outlook.
• Experience with Ticketmaster/Archtics, Salesforce, registration platforms, or project-management tools is a plus.