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 Arizona’s 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.

1826 West McDowell Road

Phoenix, AZ 85007

Salary: $55,000 - $65,000

Grade: 19

Open Until Business Needs Are Met

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.

• 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 department's 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 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

• Prefer a bachelor's degree in event management, tourism, or business administration

• Driving is an essential function of this position

• Must be able to obtain and maintain a valid State of Arizona Driver's 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: Driver’s License Requirements.

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

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

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

• If you have any questions, please feel free to contact Brian Westerberg at brian.westerberg@azdoa.gov