[Seasonal] Events Administrative Assistant

The Events Administrative Assistant supports the VP of Agriculture and Event Experience and the Senior Director of Event Sales with administrative tasks, event planning, and coordination. Responsibilities include managing emails and calendars, processing invoices, coordinating client meetings and site walk-throughs, and supporting event setup and teardown. The role serves as a point of contact for clients and vendors, ensuring smooth execution of events for the National Western Stock Show and other organizational events.

Responsibilities

• Answer and direct incoming phone calls and check voicemail messages daily
• Manage multiple email inboxes and support staff by prioritizing responses or forwarding to other staff as needed
• Greet staff, guests, vendors, and partners professionally and courteously at all times; support the lobby receptionist as needed with visitors for staff
• Manage departmental administrative tasks, such as purchase orders, event calendars, and scheduling tools.
• Process invoices and checks for company accounts as directed by the Accounting Department
• Provide administrative support to team members across departments as requested
• Present a consistently helpful, professional, and friendly demeanor to staff, vendors, and guests
• Perform other duties as assigned
• Coordinate client meetings and site walk-throughs and gather all pre-event details, including client needs, requests, and objectives
• Support the planning and execution of events from start to finish.
• Coordinate client meetings and site walk-throughs, and gather all pre-event details, including client needs, requests, and objectives.
• Serve as a primary point of contact for clients and event support teams.
• Collect and organize event information and prepare detailed event documents for the Event team.
• Coordinate event setup and teardown, including load-in and load-out activities.
• Manage event-related administrative tasks, including deposits, insurance, and permitting compliance.
• Collect and track all billable items, estimates, and client quotes.
• Communicate and coordinate with third-party vendors, including security, décor, catering, A/V, and other vendors.
• Enforce company policies, procedures, and regulations for events and vendors.
• Build and maintain positive working relationships with clients, teammates, vendors, and partners through professionalism, collaboration, and accountability.
• Coordinate with campus partners to facilitate seamless execution of events campus-wide.
• Assist WSSA staff in the coordination of internal events.
• Participate in and/or conduct site tours as requested by the Sr. Director of Event Sales and/or VP Ag and Event Experience.
• Support Stock Show special events and other organizational events as assigned.