Events and Hospitality Coordinator

Hendrick Motorsports

Location:

4400 Papa Joe Hendrick Blvd, Charlotte, North Carolina 28262

Summary:

The Events & Hospitality Assistant provides essential operational support across the company with events, tours, recognition programs, and community engagement initiatives. This role ensures smooth execution of day‑to‑day activities by coordinating logistics, maintaining organized processes, and supporting departmental communication. The position also manages internal gifting programs, tracks charitable requests, and assists with administrative tasks that keep the department running efficiently. When senior team members are unavailable, the Assistant ensures continuity by overseeing event and tour execution within established plans and guidelines.

Supervisory Responsibilities:

None Essential Duties and

Key Responsibilities include the following:

Event & Tour Coordination Supports planning, logistics, and on‑site execution for organizational events.

Maintains monthly event tracking, including internal, external, partner, and military usage.

Assists with scheduling and coordinating tours, including communication, preparation, and follow‑up.

Conducts and assist with VIP tours.

Provides on‑site operational support during events and tours to ensure smooth execution.

Oversees event and tour activities in the absence of senior team members (Sandi and Beth), following established plans and procedures.

Recognition & Gifting Programs Manages ordering, tracking, and distribution of championship and win rings, along with all communication with Department Managers.

Coordinates employee gifting programs, including inventory management and distribution logistics.

Maintains documentation for Spirit Awards and related recognition processes.

Community & Charity Engagement Oversees incoming charity requests, including reviewing submissions, managing correspondence, and ensuring timely fulfillment.

Tracks monthly charity activity, including requests received, items sent, and contact information.

Administrative Support Provides general administrative support, including documentation, scheduling assistance, and communication management.

Helps maintain the department event calendar and updates notes as needed.

Creates and maintains the Event Reference Sheet, stored in monthly folders for the Director, detailing room setup, catering, tables, AV equipment, and other event requirements.

Maintains organized records and ensures timely follow‑up across all assigned responsibilities.

Manages and triages incoming calls and emails, ensuring prompt and professional.

Additional Support Responsibilities May & October Fan Fest Partner Receptions Home Track Assistance Backup At‑Track Travel Carowinds – Employee Events Season Kickoff & Championship Employee Event/Lunch

Qualifications:

High School diploma or GED required for the role. Associate or bachelor’s degree in hospitality, marketing or communications preferred.

Minimum of one year experience in hospitality or customer service.

Ability to anticipate and deliver upon the needs of the organization .Provide and apply creative solutions to maintain workflow.

Ability and willingness to prioritize and realign priorities when situations change.

Demonstrates a positive attitude, in the face of difficult or dynamic circumstances.

Handle a fast-paced, multi-tasking environment, and prioritize effectively.

Must have strong organizational skills including the ability to prioritize, handle multiple projects simultaneously, and meet deadlines.

Familiarity with on-site event setup, logistics and breakdown procedures.

Demonstrate exceptional written and oral communication skills.

Solve practical problems and deal with a variety of dynamic situations.

Customer first attitude.

Ability to work a flexible schedule…