Event Hiring & Staff Experience Leadership Role

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Join EXACT Sports—a mission-driven team empowering youth athletes through best-in-class events and experiences. We’re hiring a Staffing Manager who can recruit exceptional college coaches and event leads, orchestrate airtight coverage, and deliver a coach experience that keeps great people coming back.

Role Overview:

In this full-time role based in Chicago, overseeing the event hiring & coach experiences, you’ll own the end-to-end staffing lifecycle for ID Camps, All State Games, and Trips—from forecasting demand to sourcing, vetting, onboarding, scheduling, and retention. This role reports to the Associate Director (Event Ops) and partners closely with our full team. While this role is preferred as Chicago hybrid, remote candidates are considered with periodic travel expectations.

What You'll Do

Pipeline & Workforce Planning
Convert event calendars into staffing plans (role counts, shifts, sport-specific ratios)
Publish rolling 120-day forecasts and weekly R/Y/G coverage status
Sourcing & Recruitment
Build multi-channel pipelines (college programs, associations, alumni, referrals, returners)
Run high-volume, high-touch outreach with credible, concise pitching
Selection, Compliance & Onboarding
Use structured scorecards and screens; set a high bar for professionalism and values-fit
Ensure 100% of staff complete background checks and youth-safety training by T-7
Scheduling & Coverage Control
Secure commitments, manage swaps, and execute contingency plans to eliminate gaps
Maintain a 1.2× bench vs. 30-day demand by market/sport/role
Coach Experience & Retention
Set clear expectations, communicate fast, resolve issues, and celebrate great work
Drive re-hire and referrals through a repeatable “coach CX” loop
Lead Development & Training
Build the Lead pathway (playbooks, micro-trainings, evaluations, certification)
Partner on the Women’s Leadership Academy to grow and recognize coach leaders
Data, Reporting & Continuous Improvement
Track coverage, time-to-commit, re-hire, no-shows, cost variance, and NPS
Pilot AI & ChatGPT assistants for outreach, FAQs, and scheduling efficiency
Team & Intern Management
Onboard, coach, and QA interns/assistants to consistent standards

Qualifications

Communication & Presence (10/10): Credible with college staffs; crisp email/phone etiquette
Recruiting & Relationship-Building (9/10): High-volume outreach with warmth and professionalism
Organization & Project Management (9/10): Juggles multiple markets/sports with clear SLAs
Scheduling & Coverage Rigor (9/10): Builds dependable rosters; solves gaps under pressure
Systems Proficiency (8/10): Comfortable with ATS/CRM, spreadsheets, task boards, messaging tools
Decision-Making & Judgment (8/10): Balances speed, quality, budget, and youth-safety
Compliance Discipline (8/10): Treats background checks/training as non-negotiable
Resilience & Follow-Through (8/10): Handles rejection; closes loops; owns outcomes
Data Fluency (7/10): Reads dashboards; turns insight into action

Bonus Skills

Familiarity with NCAA calendars/seasonality and multi-sport event staffing
Experience mentoring junior staff and leading playbook/training creation
Vendor coordination (screening providers, training platforms)

Why Join Us?

Meaningful Impact: Your work directly shapes athlete experiences and opportunities.
Coach-Centric Culture: We treat coaches like partners—clear expectations, fast answers, and real appreciation.
Growth & Autonomy: Build systems, playbooks, and an enduring pipeline—then make them faster and better.\
Modern Tooling: Help stand up our “Coach Hub” with dashboards and AI-assisted workflows.
Values-Driven: Move Fast, Bring the Red Team, We Are Family, Code Yourself Out of a Job.
Competitive Package: Salary, benefits, and the chance to grow with a scaling, mission-driven team.

If you’re energized by building pipelines, delighting partners, and delivering flawless coverage at scale, we’d love to meet you.