Events Coordinator Assistant

ARIZONA EXPOSITION AND STATE FAIR BOARD

The Arizona Exposition and State Fair (AESF) has been an annual tradition since 1884 providing unlimited opportunities to celebrate Arizonas culture and community. The Arizona State Fair is the largest single event in the State bringing over 1.5 million people together each Fall for food fun and memories that last a lifetime.

EVENTS COORDINATOR ASSISTANT

Job Location :

1826 West McDowell Road

Phoenix AZ 85007

Posting Details :

Salary : $55000 - $65000

Grade : 19

Open Until Business Needs Are Met

Job Summary :

The Events Coordinator Assistant functions under the general supervision of the Deputy Director and is responsible for the administration and coordination of special events and activities for Coliseum Fair and Livestock events held on the Fairgrounds.

Serves in an assistant manager capacity for all assigned events and activities.

Job Duties :

Ensure all specialized equipment and accessories are ready for an event coordinate with Department Leads in the scheduling of staff as needed based on the event; responsible for the use and coordination of all facets of agency property and staff during an event

Work with promoters to schedule and book events on fairgrounds and determine special equipment needs accessories and physical set-up needed for grounds events

Handle directly or indirectly any special problems arising during the course of an event that might occur in such areas as security parking ushering or maintenance

During the annual fair in collaboration with the supervisor is responsible for the arrangements necessary to facilitate special events and special days

Coordinates a wide variety of activities to ensure that events transpire in an orderly fashion; assists in the marketing of the facility for new events

Issue set-up sheets with detailed information regarding each departments responsibilities as required by the event

Assists in the development of cost-effective and profitable new show quotes and is involved in the full sales cycle

Complete itemized billing at the close of the event and submit for payment through appropriate channels

Supervise drivers for stages as well as interns and other temporary staff needed for the event office

Supervise satellite stage management on the property during the Arizona State Fair

Interacts with potential event clients to exhibit the venue in a positive manner

Oversees and interacts with interns entertainers contractors and staff

Interact with departments to ensure the smooth operation of the event

Attend meetings training and other duties as assigned

Troubleshoot issues during the event as required

Knowledge Skills & Abilities (KSAs) :

Knowledge of :

Considerable knowledge of the physical requirements and characteristics of the Coliseum and fairgrounds fair and interim events

Comprehensive administrative services including fiscal management budgetary preparation and control

Considerable knowledge of administration with special reference to planning organizing and directing

Organization general business administrative services and supervision

Policies rules and regulations regarding the booking of the facility

Crowd control and traffic patterns rental rates and availability

Facility equipment fire and safety guidelines

Skills in :

Excellent communication skills both written and oral

Working independently

Meeting management

Use proper grammar

Detail-oriented

Self-starter

Ability to :

Successfully initiate and maintain complex and difficult relations with employees and the public as well as ASF participants

Work with limited direction make independent good judgment decisions within proper policy or procedure

Communicate clearly and effectively to all levels of the organization both verbally and in writing

Oversee and manage sensitive and complex problems

Make decisions within the scope of authority

Communicate clearly verbally and in writing

Complex analytic and managerial work

Physically perform assigned duties

Mediate and manage conflict

Solve problems as they arise

Selective Preference(s) :

Prefer a bachelors degree in event management tourism or business administration

Pre-Employment Requirements :

Driving is an essential function of this position

Must be able to obtain and maintain a valid State of Arizona Drivers License

This position requires driving or the use of a vehicle as an essential function of the job to conduct State business; then the following requirements apply : Drivers License Requirements.

Benefits :

The State of Arizona offers a comprehensive benefits package to include :

Sick leave

Retirement plan

Health and dental insurance

Vacation with 10 paid holidays per year

Life insurance and long-term disability insurance

Optional employee benefits include short-term disability insurance deferred compensation plans and supplemental life insurance

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona please visit our benefits page

Retirement :

Positions in this classification participate in the Arizona State Retirement System (ASRS)

Please note enrollment eligibility will become effective after 27 weeks of employment

Contact Us :

If you have any questions please feel free to contact Brian Westerberg at

Required Experience :

IC

Key Skills

Time Management,Employee Relations,Microsoft Office,Google Docs,Organizational skills,Computer Skills,Management Experience,Project Planning,Administrative Experience,Supervising Experience,Data Reporting

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 55000 - 65000