EVENTS COORDINATOR ASSISTANT

About the position Responsibilities • 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 Requirements • 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 • Excellent communication skills, both written and oral • Working independently • Meeting management • Use proper grammar • Detail-oriented • Self-starter • 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 • 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 Nice-to-haves • Prefer a bachelor's degree in event management, tourism, or business administration Benefits • 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