Event Administrative Assistant

EVENT ADMINISTRATIVE ASSISTANT

Classified: Exempt Reports to: Assistant Director/Events Manager

Purpose

This at-will position exists to assist in the management of the Clark County Event Center, providing a management liaison to year round event organizers and in-house events, coordinating the resources and services needed to ensure the success of all events. This position will also assist in fair preparations and special projects as needed.

Responsibilities: Clark County Event Center

• Act as liaison for Event Center produced shows, assisting with vendor applications, contract processing, general information and questions.

• Responsible for the database management of Event Center produced shows including financial tracking of vendor payments and additional service request forms, i.e. telecom, RV parking, etc.

• Assist with sales prospecting for potential vendors and tradeshows.

• Maintain Social Media sites for internal shows and oversee the distribution of e- newsletter for event updates and announcements. Assist with event marketing projects as needed.

• Act as on-site assistant for all Clark County Event Center produced tradeshows (Clark County Wedding Expo, Clark County Holiday Gift Fair and Washington State Horse Expo).

• Responsible for maintaining the Event Center website event calendar and postings to the Event Center Marquee.

• Event operational support as needed for year round events promoters.

• Participate in meetings as needed with County, FSMG, Clark County Fair Association, and others.

• Assist Fair Manager and Fair Administrative Assistant with projects as needed.

• Perform other duties as required.

Responsibilities: Clark County Fair

• Maintain and develop Fair master event schedule.

• Assist in the processing of Fair community stage applications and credential requests.

• Assist with contests and feature exhibit projects as needed.

• Perform other duties as required

Responsibilities: General Administration

• Provide clerical and administrative support for all departments of the Event Center.

Examples of Duties

• Operating office equipment including copy machines, fax, postage metering computers and printers

• Answering incoming telephone calls

• Receiving and distributing incoming mail and packages

• Handling customer service

• Performing data entry functions

• Processing accounts payable and receivable information

• Preparing correspondence, contracts, flyers and bulletins

• Maintaining database for internal shows

• Providing general office assistance to Event Department and Fair staff

• Keep supplies stocked in office

• Performing other duties as requested by Supervisor

Minimum Requirements

• Associate degree or higher education or equivalent experience

• Excellent guest services, interpersonal and communication skills with proven record working with all kinds of people in different situations

• Excellent organizational skills working with many different projects at once

• Will be required to work flexible schedules, extended hours, evenings, weekends, and holidays to match event schedules and needs. During the annual Fair, incumbent is expected to be available for all days of the Fair and to work extended hours.

• Must be comfortable organizing and speaking to crowds

• Possession of a valid drivers license

• Computer literate with standard professional programs

Qualifications and Environment

Language Skills

• Ability to clearly communicate verbally and in writing in English

• Ability to read, analyze and interpret general business periodicals, professional journals, and government regulations

• Ability to write reports, business correspondence and procedure manuals

• Ability to effectively present information and respond to questions from groups, clients, customers and the general public

Reasoning ability

• Ability to define problems, collect data, establish facts and draw valid conclusions.

• Ability to interpret an extensive variety of instructions and deal with several abstract and concrete variables

Other Skills, Abilities and Requirements

• Competency with computer software and hardware

• MUST be available at times other than normal business hours

Physical Demands

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 talk and hear. The employee is frequently required to stand; walk; sit; use hand to finger, handle or feel objects, tools or controls; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing 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 occasionally exposed to risk of electrical shock. The noise level in the work environment varies and may be loud during certain events.

Waiver

FSMG reserves the right to waive any of the minimum qualifications for those applicants whose general or specific qualifications would otherwise qualify the applicant for the position.

Equal Opportunity Employer

The Fairgrounds Site Management Group is a private, not-for-profit organization. FSMG practices nondiscriminatory treatment at all times in all respects to all persons without regard to race, color, religion, sex, age, sexual orientation, physical handicap or national origin.

To apply for this position, please forward cover letter and resume to: heidi.wilson@clark.wa.gov. No phone calls please.

Date of posting: 8/24/10 Job Posting Closes: 9/7/10

For consideration, please submit your resume and cover letter to:heidi.wilson@clark.wa.gov

Application deadline: September 07, 2010