Competitions & Events Coordinator

Overall Mission

The Competitions & Events Coordinator is responsible for the logistical, administrative, and financial implementation of competitions, training camps, and special events for the club, working directly with the coaching team. They serve as a link between the sports divisions, families, and management, without overlapping with planning duties (Head of Club Operations) or central admin responsibilities (Head of Admin). They work closely across teams, particularly with the Head of Performance, to support the competition division and provide assistance to other division throughout the year.

Competition and Camp Coordination (Excluding Sports Content)

• Gather needs and input from the Head of Performance and group coaches
• Implement travel logistics: official registrations, transport, accommodation, accreditations, staff assignments
• Draft and distribute family convocations and itineraries (content validated by coaches)
• Create distribution charts (groups, staff, additional logistics)
• Coordinate and manage the running of swim events and galas including but not limited to the collection of swimming entries and recording them into Hy Tek, ensuring registrations for swim events are completed, running the Hy Tek software, reviewing and communicating results, ensuring all swim gala event is set up according to a master checklist maintained by the coordinator.
• Lead planning & organizing of all activities related to swim event & gala management including but not limited to event planning, registration, ticketing, venue identification and preparation, finalizing requirements with all event stakeholders including clubs, venue, sponsors, permit and related authorities, Dubai Sports Council if required, UAE Swimming Federation etc.

Financial Oversight for Competitions & Camps

• Build forecast budgets per event, validated by management
• Define cost per swimmer/family and communicate clearly
• Track event related payments (competitions, camps) in coordination with the Head of Admin
• Manage cash advances, reimbursements, and event specific expense claims
• Prepare a post event report (logistics, costs, improvement points)

Support for Internal Club Events

• Handle the logistics for internal events organized by management or departments (award ceremonies, club evenings, internal meets, etc.)
• Contribute ideas and propose new event initiatives to enhance club identity
• Family Communication and Coordination with Sports Staff
• Act as the family liaison for logistical information related to events (never training content)
• Respect communication deadlines agreed upon with the Head of Performance
• Keep shared documents updated with coaches and ensure traceability of shared information

Key Skills

• Excellent logistical planning and event project management skills
• Good understanding of competitive swimming operations
• Proficiency with tracking tools (Excel, budget management tools, shared documents)
• Strong interpersonal skills with families and staff
• Ability to adapt to the demands of the sports calendar
• Quick to learn software management mainly Hytek for competition

Key Collaborations

• With the Head of Performance: to gather needs for the sports calendar, validate itineraries, coordinate coach attendance, and adjust travel logistics
• With the Head of Admin: for payment tracking, family coordination, and event specific billing
• With the Head of Club Operations: only for internal venue bookings or one off validation of external providers
• With Management: for budget approval, post event evaluations, and strategic decisions