Record Book Project and Events Coordinator

Position: Record Book Project and Events Coordinator

Hours:  Mon – Fri, some weekends and evenings around industry events

Location: San Antonio, TX; some travel required; in-office required (no remote work available)

Department: Record Book

Who We Are

https://www.safariclub.org/

Commit to protect hunting for future generations.

Safari Club International (SCI) is the leader in defending the freedom to hunt and promoting sustainable-use wildlife conservation worldwide for over 50 years. As the only hunting rights organization with a Washington D.C.-based national and international advocacy team and an all-species focus, SCI mobilizes nearly 150 chapters and affiliate networks representing millions of hunters around the world.

Our staff, partner organizations, and chapter networks internationally are involved in advocacy on local and global hunting issues, such as opposing international hunting import bans, opposing firearms restrictions, supporting rural areas and community leadership, and more.

Our Core Values — You are a HUNTER
 At SCI, our values guide everything we do. We seek candidates who embody our HUNTER mindset:

• H – Hunting Matters: We champion the importance and ethics of hunting and conservation.
• U – Uncompromising Integrity: We do the right thing, always.
• N – Never-Ending Growth: We are committed to continuous improvement and learning.
• T – Teamwork: We collaborate, support, and celebrate one another.
• E – Excellence: We hold ourselves to high standards in all we do.
• R – Respect: We treat everyone with dignity, fairness, and professionalism.

Summary

The Record Book Project & Events Coordinator is responsible for the oversight, coordination, and administration of multiple organizational programs and recurring events. This position manages logistics for competitions, educational classes, and conventions; coordinates program scheduling and host relationships; oversees merchandise operations; and provides essential administrative support for daily operations. The role requires strong organizational skills, clear communication, and the ability to manage multiple initiatives simultaneously.

This job operates in our San Antonio office. This position travels up to 25% of the time, including to the SCI annual convention, site visits, Board Meetings, and any other trade shows or events of interest to or supported by Sporting Conservation International.

All applicants should demonstrate an understanding of, and commitment to, hunting as an essential part of biologically sound and ethically responsible international wildlife management. The ideal candidate will have an existing knowledge of SCI’s current programs and mission and be passionate about hunter’s rights.

Responsibilities

• Manage planning, coordination, and execution of recurring organizational events, including: 
  • HX Deer Competition
  • NADeFA Convention
  • Booth operations and educational classes

• Serve as a central point of contact for event and program scheduling, coordination, and follow‑up.
• Coordinate timelines, travel arrangements, vendors, and on‑site logistics to ensure successful program delivery, including travel, lodging, and logistical support for instructors and measurers. 
• Schedule and coordinate SCI measuring classes and Trophy Room measurement trips in collaboration with host organizations.
• Communicate and create documentation with hosts to confirm expectations, requirements, schedules, and SCI Record Book standards. Maintain compliance and documentation records including hosting agreements.
• Prepare invoices and process payments related to measuring classes and Trophy Room programs.
• Support the measuring program through exam grading and coordination of measuring kit distribution.
• Process and verify Record Book and Photo Entries, ensuring accuracy and completeness prior to system entry.
• Maintain program records, including member files, measurer information, guide and location data, and correspondence.
• Ensure completed entries and awards are properly billed and documented.
• Respond to member inquiries regarding Record Book programs, awards, and participation requirements.
• Promote participation in Record Book and awards programs and provide program information as needed.
• Coordinate with vendors regarding merchandise production, pricing, ordering, and delivery.
• Track and maintain accurate merchandise inventory records.
• Monitor merchandise listings and fulfill customer service or fulfillment issues as needed.
• Perform routine administrative duties, including answering phone calls, responding to emails, and handling general inquiries.
• Perform other related duties as assigned. Attend meetings, conventions, trade shows, and other events as appropriate.

Required Skills

• Project management skills
• Proficiency in project management software and systems
• Strong organizational and time-management skills
• Effective written and verbal communication skills
• Ability to manage multiple programs and deadlines concurrently
• Attention to detail in logistical coordination, invoicing, and documentation
• Proficiency in administrative processes and customer communication

Qualifications

Any equivalent combination of education, training and/or experience that fulfills the requirements of the position will be considered.

Benefits

Safari Club International offers a full benefit package. Please go to our careers page to view our Benefit Summary: https://safariclub.org/careers/