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Events Coordinator Job Description

TANANA VALLEY STATE FAIR ASSOCIATION

Job Description Form

Job Title: EVENTS COORDINATOR

Coordinates with: Operations Manager

Job Scope: Year-round to include Fair Time and Off Season

To cycle between Part time and Full time as needed

Salary: $15.00 per hour (DOE)

JOB DUTIES:

  • Plan, promote and execute special events such as (but not limited to): The Talent Search, Senior Day Luncheon, Military Appreciation activities and Kids’ Day activities.
  • Recruit, organize and manage volunteers for the special events and contests, in coordination with the Volunteer Coordinator.
  • Present as professional and personable when working with the general public.
  • Encourage the general public to participate as needed.
  • Originate, develop and carry out ideas theme related contests.
  • Responsible for literature associated with special events, including handouts, flyers and signage.
  • Encourage participation in the special events in a variety of ways.
  • Collect and maintain a list of all special events prizes.
  • Create the special events schedule and distribute it to Operations Manager.
  • Reconcile all prize payouts through accounting with necessary information and W-9 if needed.
  • Maintain complete detailed files on events
  • Send thank you letters or notes in a timely manner.
  • Ensure all special events invoices are submitted to accounting in a timely fashion.
  • Ability to hire and train assistants as needed.
  • Must have a genuine interest in the well-being of the Fair.
  • Handle Gross Sales reporting and compilation as they pertain to events.
  • Provide completed files (i.e. Budget, Evaluations) and suggestions for improvements (Wrap up report) regarding events to Operations Manager when required.
  • Prepare necessary reports for annual audit as needed for events information.
  • Other duties as assigned.
  • Serve on TVSFA Committees and attend Board Meetings as requested by the Operations Manager.

JOB QUALIFICATIONS:

  • Excellent customer service
  • Experience working with diverse groups of people.
  • Event planning & coordination.
  • Requires sense of humor, energetic personality, mature demeanor and pleasant attitude.
  • Ability to orchestrate social-media-based promotions.
  • Be organized and have good attention to details.
  • Be a team player, self-motivated and able to work without much supervision (consistently exercise good judgment).
  • Must be able to lift 50 pounds.
  • Must be detail oriented.
  • Willingness to be flexible and work under intense pressure at times.
  • Write newsletter selections regarding events as requested.
  • Ability to organize and work effectively with others.
  • Ability to be flexible and multi-task.
  • Genuine interest in the TVSFA.
  • Ability to handle confidential information.

EDUCATIONAL BACKGROUND:

  • High School Diploma or GED
  • College Degree preferred.
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