Race Manager - Run Dollywood Race Weekend Events - Dollywood Theme Park & Resorts - Exempt

At Dollywood Parks & Resorts, we create memories worth repeating! We are seeking a Race Manager who will embody the heart and soul of our mission of creating memories worth repeating while bringing families closer together while caring deeply about our brand.

We want to work alongside someone who acts as an extension of our mission, values, and culture. The ideal Race Manager will be equal parts curious learner, innovator, administrator, detail driver, mentor, and motivator.

The Race Manager exists to be responsible for the planning, execution, and ongoing growth of the Run Dollywood race weekends and related race events. This position serves as the central project manager across race operations, participant experience, vendor management, volunteer coordination, city and public safety partnerships, operational logistics, marketing support, financial management and on-site execution.

The Race Manager will oversee both the operational execution and financial performance of the event while ensuring a high-quality participant and guest experience. This role requires exceptional organizational, communication, and operational leadership skills with the ability to manage multiple moving parts simultaneously while collaborating across departments, vendors, consultants, city officials, volunteers, and leadership teams. This role requires both strategic planning and hands-on event execution, including early mornings, weekends, and race-day operational leadership.

Summary of Essential Functions and Responsibilities

Race Planning and Operational Leadership

• Lead overall planning and execution of race weekends and related running events
• Maintain master timelines, operational checklists, planning documents, and project deadlines
• Coordinate with race consultants, timing companies, operational teams, and third-party vendors
• Support development and execution of long-term race growth strategies and participant experience enhancements
• Assist with operational reviews and executive presentations with leadership teams and President-level reviews as applicable

Registration Systems & Participant Management

• Build and manage race registration platforms through RunSignup
• Manage registration setup, pricing structures, add-ons, waivers, participant communications, reporting, and participant analytics
• Develop and manage race guides, FAQs, participant communications, and guest-facing website content
• Partner with Guest Correspondence teams on guest communications and FAQ management
• Manage and update guest-facing systems and race information as operational plans evolve

Communications & Interdepartmental Coordination

• Lead meeting note taking, recap development, and information distribution across departments
• Utilize platforms such as Microsoft Teams for operational record keeping and information sharing
• Track action items, deadlines, and operational deliverables across all teams
• Coordinate follow-up communications with team members ranging from Lead to VP-level leadership
• Ensure broad distribution of operational information to impacted or potentially impacted departments
• Support operational and experience plan reviews with executive leadership

Standard Operating Procedures & Documentation

• Develop, maintain, and organize race operational SOPs and planning documentation
• Create standardized operational processes for pre-race, race-day, and post-race execution
• Develop training and operational guides for future race leadership teams and other properties

Course Design, Marking & Operational Setup

• Coordinate with course designers on race layouts, visualizations, and operational flow.
• Develop course marking layouts, signage plans, and operational maps
• Coordinate with parking, maintenance, security, safety, and operational teams on race course logistics. Audit and coordinate operational equipment and supply needs including cones, barricades, fencing, A-frames, tape, radios, and course materials
• Lead vendor coordination for delivery, setup, and breakdown of racecourse equipment
• Support post-race breakdown and restoration with applicable teams prior to park operations

Volunteer Recruitment, Management & Training

• Lead volunteer recruitment, communication, and management
• Build relationships with volunteer groups, schools, community organizations, and local partners
• Manage volunteer waivers, agreements, and communication in coordination with Safety and operational teams
• Develop volunteer sign-up systems and communications with Scheduling, Finance, Marketing, and Ticketing Teams
• Develop and maintain Zone Captain SOPs and operational guides. Conduct Zone Captain and volunteer leadership training sessions
• Provide ongoing support and race-day operational leadership for volunteers and Zone Captains

Expo & Race Weekend Operations

• Lead planning and management of race expo operations and participant packet pickup
• Secure expo sites and coordinate layouts, operational flow, and vendor setup
• Manage vendor outreach, contracting, approvals, and operational logistics in coordination with
• Vendor & Partner Management
• Manage relationships with multiplier vendors including but not limited to: Race consultants, Timing companies, Medal and award suppliers, Photography and videography vendors, Audio/visual and video wall vendors, Tent and rental companies, Merchandise vendors, Expo exhibitors and sponsors
• Obtain vendor quotes, negotiate pricing, track deliverables, and ensure operational readiness
• Coordinate vendor setup, load-in/load-out schedules, operational needs, and event support
• Review and approve vendor merchandise and branding alignment

Government, Public Safety & Community Coordination

• Work directly with city officials, planning committees, and permitting agencies
• Submit permits, road closure requests, operational plans, and required event documentation
• Participate in planning meetings with city and operational agencies
• Support development of emergency action plans and operational safety procedures. Coordinate with police, fire, EMS, transportation, public works, and safety departments

Marketing, PR & Guest Experience

• Partner with Marketing, PR, Social Media, HR, and operational leaders on race promotion and participant communications
• Support development and timing of guest-facing and internal messaging
• Assist in creation and management of race websites, digital communications, and promotional materials
• Review participant feedback and assist in continuous improvement of race experiences

Financial Management & Budget Oversight

• Manage race operational budgets, purchasing, and expense tracking
• Assist in development and management of race P&L statements
• Track vendor costs, operational expenses, registration revenue, sponsorship revenue, and financial forecasting
• Review vendor proposals and negotiate pricing to maximize operational efficiency and ROI.
• Ensure all invoices, purchasing, and expense reporting are completed accurately and within company guidelines

Management reserves the right to change and/or add to these duties at any time

Education and Experience Required

• Must be 18 years of age
• Bachelor's degree in Event Management, Hospitality, Marketing, Sports Management, Business, or related field preferred
• Minimum 3-5 years of event management, race management, operations, or large-scale event experience preferred
• Experience working with race registration platforms such as RunSignUp strongly preferred
• Experience coordinating large-scale operational logistics and multi-department events.
• Experience managing vendors, volunteers, and operational budgets preferred
• Experience working with public agencies, permitting, police, fire, and safety coordination preferred.
• Proficiency in Microsoft Office, Teams, Excel, PowerPoint, and operational/event management systems
• Experience with expo management and sponsorship activation
• Familiarity with race timing systems and participant management platforms
• Ability to safely operate company vehicles according to company policy. Must have valid driver's license, proof of auto liability insurance and acceptable motor vehicle driving record
• Offers of employment are contingent upon satisfactory completion of background screening which includes criminal history and motor vehicle record check

Knowledge, Skills, and Abilities

• Able to make a friendly impression when speaking to or corresponding with guests, vendors, and other employees
• Must be self-motivated and disciplined
• Must be able to prioritize and complete work assignments on a timely basis
• Must maintain strict confidentiality and judgment regarding privileged information
• Must have professional appearance with good personal hygiene
• Must be sensitive to the needs of our Guests and feel empowered to act to meet their needs within company guidelines
• Must be able to utilize effective communication, problem solving, conflict management and interpersonal skills
• Must be able to communicate effectively with Guests and Hosts using approved communication methods
• Able to collaborate with cross-functional teams to plan, execute, and deliver projects ahead of schedule, fostering open communication and mutual support to achieve shared goals
• Able to comprehend instructions and retain information
• Able to perform duties consistent with creating a safe and secure environment for hosts and guests
• Able to be flexible to handle frequent changes in priorities
• Strong project management and organizational skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities under tight deadlines
• Ability to work flexible hours including nights, weekends, holidays, and race-day operations
• Strong operational troubleshooting and problem-solving abilities
• Ability to remain calm and effective in fast-paced environments
• Strong leadership presence with a collaborative and guest-focused mindset

Physical Requirements | Environmental Conditions

• Lifting and Carrying: Position may require occasional to frequent lifting of up to 50 lbs utilizing company's safety guidelines for safe lifting
• Mobility: Position may require intermittent to prolonged sitting, standing and/or walking for duration of shift, up to 13 hours
• Repetitive Movements: This position may require performing repetitive movements and tasks throughout the shift, including repeated use of hands, arms or other body parts as part of typical job functions
• Environmental Conditions: This position requires the ability to perform work tasks in varying weather conditions to include extreme cold and heat
• Cognitive and Sensory Requirements: This position requires strong cognitive skills, including the ability to think critically, solve problems, process and retain information, have attention to detail and communicate effectively using approved communication methods

The Dollywood Company is an equal opportunity employer. Applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. The Dollywood Company drives a welcoming culture where ideas and decisions from all people support our efforts to be relevant in an ever-changing world.