[Seasonal] Events Administrative Assistant

The Western Stock Show Association•Denver, CO

10h•Onsite

About The Position

The National Western Stock Show is seeking a highly organized, proactive, and detail-oriented Events Administrative Assistant to support both the VP of Agriculture and Event Experience and the Senior Director of Event Sales. This role serves as the administrator supporting emails, calendars, event planning and coordination, invoicing, scheduling, and internal operations. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced, team-driven environment, demonstrates strong professionalism, and enjoys balancing multiple priorities with accuracy and efficiency.

Requirements

High School Diploma/GED
2–4 years of administrative or office support experience
Experience supporting senior leadership preferred
Strong organizational and time management skills
High attention to detail and accuracy
Proficiency in Microsoft Office Suite and CRM/database systems
Strong written and verbal communication skills
Ability to handle confidential information with discretion
Customer-service mindset with a positive, team-oriented attitude
Professionalism and discretion
Strong follow-through and accountability
Ability to manage multiple priorities
Problem-solving and initiative
Collaboration and team-oriented

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.
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.