United States Eventing Association

USEA Job Opportunity: Programs and Inventory Coordinator (or) Manager

The United States Eventing Association (USEA) is hiring a Programs and Inventory Coordinator (or) Manager. Please read on for more details about the job.

This employee will report to the USEA headquarters in Leesburg, Virginia, during normal business hours, at a minimum of 2-3 days per week, and may work remotely the other days.

Hours: Business Hours are 9:00 a.m. – 5:00 p.m. ET, Monday through Friday. Occasional weekend work may be required, particularly during business travel.

Job Summary

This position will assume responsibility for several USEA programs and their related committees. This position holds independent responsibilities with the USEA merchandise department and distribution of the frangible technology program. Additionally, it supports the USEA programs, marketing and partnership department with various duties. Other Responsibilities include administering USEA programs, coordinating with event organizers, managing program mailings and data, supporting the Annual Meeting, coordinating year-end awards, trophies, and ribbons, handling merchandise and inventory, managing frangible technology distribution, and providing customer service.

Essential Job Functions

• Manage and support USEA programs: Oversee specific programs, related committees, and assist the Sr. Director with program needs, including member eligibility checks and program mailings for events.

• Coordinate event logistics: Handle shipping calendars, coordinate ribbon/trophy orders, and follow up with organizers for post-event reports and competition results.

• Process and manage competition data: Input results for Young Event Horse (YEH) competitions, maintain the YEH leaderboard, and collect breeding data for YEH competitors.

• Support educational initiatives: Provide on-site assistance at USEA seminars and symposiums, and prepare necessary printed materials.

• Manage ShopUSEA operations: Fulfill daily orders, oversee the USEA’s online store ShopUSEA, and track inventory, ensuring accurate reporting to the accounting department.

• Coordinate merchandise logistics: Handle merchandise ordering, vendor communications, embroidery/design strategies, and manage shipping or pickups.

• Support marketing and event initiatives: Coordinate marketing materials and manage merchandise booths, including vendor booths at sponsored events.

• Oversee international orders and storage of frangible technology: Coordinate international shipments of hardware, ensure proper storage at USEA headquarters, and manage distribution logistics, including lifting and preparing heavy boxes for shipping.

• Support competitions and organizer communication: Assist with frangible grant applications, and maintain regular communication with USEA organizers regarding frangible hardware needs and distribution.

Other Duties:

• Customer Service: Support customer service at key events like the Kentucky Three-Day Event, American Eventing Championships, Maryland Five Star, and possibly additional functions, including answering phone calls at the USEA office.

• Manage awards and recognition: Oversee the USEA Awards Committee, coordinate selections for appreciation awards, and manage trophy inventory and scripts for National Year-End Awards presentations. Manage the annual year-end awards ceremony at Convention.

• Coordinate trophy and ribbon logistics: Handle the ordering and distribution of ribbons and trophies for all USEA programs and Championships.

Skills & Abilities

• Ability to manage multiple tasks, maintain accurate records, and meet deadlines with strong attention to detail.

• Excellent verbal and written communication skills for interacting with team members, vendors, and clients, and for coordinating program logistics.

• Strong customer service skills, including the ability to handle inquiries and resolve issues professionally and efficiently both remotely and in client/vendor facing situations.

• Proficiency in prioritizing and managing time effectively to handle a diverse workload in a fast-paced environment.

• Competence in using office software (e.g., Microsoft Office Suite, especially Excel and Word) and familiarity with inventory management systems or databases.

• High level of accuracy in processing orders, managing inventory, and handling program-related data.

• Ability to work collaboratively within a team environment, as well as independently when necessary.

Education & Certifications

• Bachelor’s degree required

Experience

• Minimum 1 year of experience in an administrative or office-based role

• Experience or in-depth knowledge of the sport of eventing

Physical Requirements

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.

• ​​Light work with some physical demands such as continuously lifting/moving materials less than 25 pounds, but rarely moving more than 25 to 50 pounds.​

• Sitting for extended periods of time.

• Employee will have close visual contact with a computer monitor constantly and may use repetitive wrist and hand motions involved with typing and handling documents.

Travel Requirements

• This staff member should be willing to travel within the Continental United States a few times a year for sponsored events and conventions, including but not limited to: The USEA American Eventing Championships, the USEA Annual Meeting and Convention, The Kentucky Three-Day Event, the Maryland 5 Star.

Interested applicants should submit Resume and Cover Letter with three references to [email protected]

Applications will be accepted on a rolling basis through the end of August. However interviews and hiring may occur before that deadline, so applicants are encouraged to apply as soon as possible.

COMPENSATION AND BENEFITS

Salary (market rate) + benefits (Health, Dental, STD, LTD and Life, 401K, 11 paid holidays, 15 vacation/sick leave days). USEA advertised office hours are from 9:00 a.m. to 5:00 p.m. Eastern Time, Monday through Friday. Some weekend travel and work. Hybrid model will be considered for the right candidate.

ABOUT THE UNITED STATES EVENTING ASSOCIATION

The United States Eventing Association is the national organization dedicated to the education and development of horses and riders in the equestrian sport of three-day eventing. The USEA was founded in 1959 and has approximately 13,000 members in all 50 United States in addition to over 100 international members. The USEA recognizes around 250 competitions nationwide. The organization is a non-profit 501 C (3) corporation directed by a Board of Governors with day to day operations run by a small permanent staff from the headquarters in Leesburg, Virginia.

Disclaimer: This description is intended to provide an overview of the responsibilities and duties of the position. It is not all inclusive. The incumbent in the position will be expected to perform other duties as required. The responsibilities may change over time. This description is provided for informational purposes only and does not form the basis of a contract.