[Hiring] Live Events Operations & Travel Coordinator @X Games

Role Description

Reporting to the Travel Manager, the Live Events Travel Coordinator supports the planning and execution of corporate travel and hotel programs across X Games events and departmental initiatives. This role is responsible for coordinating group air, supporting hotel sourcing and RFP processes, managing room blocks, and ensuring seamless travel logistics for internal teams, executives, and external partners.

Working at the intersection of travel operations and live event execution, this position partners with internal stakeholders and vendors to manage logistics before, during, and after event weeks. The role requires a strong understanding of airfare rules, hotel program dynamics, and the ability to support cost-effective travel decisions.

The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced environment, with the ability to manage multiple priorities and adapt quickly to changing demands.

Responsibilities

• Air & Travel Coordination
  • Coordinate group air, hotel, and ground transportation logistics, utilizing our TMC and working directly with airlines and vendors.
  • Review and apply airfare rules, fare structures, and change/cancellation policies to support cost-effective decision-making.
  • Manage rideshare accounts and voucher programs.
  • Support travel planning across events, executive travel, and internal business needs.
  • Assist with sourcing efforts, including RFP development.
  • Manage room blocks, pickup reporting, cutoff dates, and closeout strategies to minimize attrition and optimize cost.
• Event Support & On-Site Coordination
  • Provide real-time support for travel changes, disruptions, cancellations, and last-minute needs.
  • Communicate clearly with travelers regarding schedules, confirmations, and updates.
  • Support on-site operations teams during event weeks, as needed.
  • Coordinate vendor travel logistics for smaller events and pre-event site visits with airlines, hotels, car rental agencies, and transportation providers.
  • Oversee departmental and ad hoc travel arrangements, including executive meetings, client engagements, and site inspections.
• Reporting & Reconciliation
  • Track and report on travel spend, room block performance, and program metrics.
  • Support hotel billing reconciliation and vendor invoice review, ensuring alignment with contracted terms.
• Cross-Functional Collaboration
  • Partner with internal teams to align travel strategy with event and operational needs.
  • Anticipate travel demand and support planning across multiple concurrent events.

Qualifications

• 2+ years experience with corporate travel or event travel management.
• Strong understanding of airfare rules, fare structures, and airline change policies.
• Bachelor's degree preferred.
• Strong organizational and project management skills, with the ability to handle multiple tasks simultaneously.
• Proficiency in event management software, travel booking platforms, Google Suite, and Airtable.
• Creative problem-solving skills and a proactive attitude to anticipate and address potential challenges.
• Demonstrated ability to work under pressure and deliver exceptional results within tight deadlines.
• Flexibility to travel and work outside regular business hours as required.
• Exceptional verbal and written communication skills.

Requirements

• The base salary range for this role is $60,000 – $65,000.
• Compensation is determined based on factors including (but not limited to) experience, skills, job-related knowledge, and geographic location.

Location

• United States (Remote)

Department

• Live Events

Employment Type

• Full-Time

Minimum Experience

• Entry-level