Title:  VP Operations

JOB SUMMARY

The Vice President of Operations will be responsible for the overall direction, coordination, oversight and execution of all operational activities at Churchill Downs Racetrack to maintain alignment with overall strategic goals and objectives of the company including, but not limited to, meeting operating and capital budget plans, direct coordination with other senior leaders to maximize customer experience, safety, and security; responsible for the overall direction, coordination, and execution of operations of Kentucky Derby Week, including managing key vendor relationships, temporary builds, facility infrastructure and event setups.

The ideal candidate will have previous project management experience with an emphasis on large-scale events, temporary builds, vendor coordination, site planning and capital project management.

ESSENTIAL DUTIES AND RESPONSIBILITIES

KEP DUTIES AND RESPONSIBILITIES

• Developing and executing operational strategies to improve efficiency and achieve business objectives.
• Analyzing existing processes, identifying areas for improvement, and implementing changes to enhance productivity and reduce costs.
• Developing and managing annual operational budgets, ensuring resources are allocated effectively.
• Tracking key performance indicators (KPIs), analyzing data, and making adjustments to improve operational performance.
• Working with other departments, such as sales, security, facilities, marketing, and food and beverage, to ensure seamless operations and fostering a culture of collaboration and high performance.
• Participate in major capital project planning to ensure operational objectives are met.
• Managing daily interactions with food and beverage vendor to ensure the effective delivery of services consistent with organizational expectations.

KENTUCKY DERBY WEEK RESPONSIBILITIES

• Serving as the liaison for all operations vendors.
• Assisting with Request For Proposal (“RFP”) development, distribution and tracking.
• Negotiating, tracking and executing vendor contracts.
• Conducting annual Derby Operations Kick-off Meeting for all vendors.
• Developing and disseminating vendor guidelines and performance expectations.
• Processing and tracking vendor payments and perform post-event reconciliation.
• Creating and managing the detailed operations timeline.
• Providing daily guidance, oversite and troubleshooting for all temporary builds and commodity installations and other operational infrastructure.
• Tracking requests and determining priorities for in-house resources – IT, electrical, HVAC, maintenance, waste management.
• Coordinating details for production of infield and gate stages and other entertainment areas.
• Coordinating temporary signage - including locations, designs, installation, dismantle and post-event inventory/storage.
• Overseeing all aspects of credentialing, including contracting with credential vendor.
• Collaborating with other departments and stakeholders to ensure deadlines are met and event setup remains on schedule.
• Providing timely communication to departments and stakeholders regarding project status, changes and milestones – i.e. stand-up meetings and two-week/seven-day/three-day/one-day look aheads.
• Developing the design and maps for all Oaks and Derby parking and transportation, including working with Louisville Metro Police Department (“LMPD”) on transit routes.
• Conducting daily Derby planning meetings with all applicable staff and contractors.
• Directing development of site plans – ensure accuracy, oversee publication, track changes and confirm final “as-built” set at event completion.
• Serving as the primary keeper of all planning materials, including timelines, renderings, engineering drawings, photos/aerials, presentations and project orders.
• Creating, update and archive planning presentations.
• Managing the process of credential board creation, printing, installation and removal across facility.
• Coordinating with Security / Safety Department to ensure safe occupancy of spaces and correct permitting.
• Overseeing all temporary and operational equipment dismantles – ensure the timeline is met and troubleshoot/communicate potential delays.
• Overseeing post-event after action reporting.
• Other duties and projects as assigned.

REQUIRED SKILLS AND ABILITIES

Manages subordinate supervisors who supervise an average of 400+ full time and seasonal employees in the Operations Department including event oversight and race day event management contractor.

EDUCATION AND EXPERIENCE

Bachelor's degree (B.A.) or equivalent from four-year college or technical school; and a minimum of five years related experience and/or training; or equivalent combination of education and experience.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee frequently is required to sit; climb or balance; and stoop, kneel, crouch, or crawl.  The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.