Exhibits Assistant - County Fair

San Mateo County Event Center•San Mateo, CA

8d•$20•Onsite

About The Position

The Exhibits Assistant will assist the Exhibits Department on behalf of the San Mateo County Fair. Responsible for the implementation of exhibits at the San Mateo County Fair and overseeing the daily operation of the department during the San Mateo County Fair. The position will perform duties under the direction of the Exhibits Supervisor, Fair Operations Manager, and, in limited cases, the CEO. Other duties may be assigned depending on the workload and needs for the Fair.

Requirements

Excellent computer skills, including proficiency in Microsoft Office.
Ability to communicate effectively, both orally and in writing.
Ability to build and maintain positive working relationships with management, co-workers, clients, and customers using principles of good customer service.
Willingness to be flexible and work with the changing workload and sudden shifts in priorities without losing focus on the “big picture”.
Requires a willingness to take on new responsibilities and challenges and be open to change and to considerable variety in the workplace.
Strong organizational and follow-up skills.
Requires being responsible, reliable, and dependable to fulfill job obligations.
Ability to work long and irregular hours during the annual County fair and selected events.
A minimum of three years of progressively responsible administrative experience, above-average customer service skills and attitude, and a strong ability to be detail-oriented are required.
High school diploma or equivalent.

Nice To Haves

Prior experience in the fair, festival, and event industry is preferred.
A college degree is a plus.

Responsibilities

Assist in planning and implementing all department exhibits and attractions.
Assist in receiving entries.
Assist in setting up the department, including showcases, table placement, pipe and drape placement, drape color, and any other necessary equipment as needed.
Recruit & Supervise volunteers for the department before and during the fair.
Assist judges for all applicable contests and provide necessary information to fair staff.
Assist in reviewing and timely submitting all volunteer information, timesheets, judging sheets, and related materials to the Fair Office.
Assist in the ordering and maintenance of department supplies.
Train volunteers on proper customer service and guest relation procedures.
Other duties as assigned.
Communication with current and potential judges for the Fair. Responsible for the overall processing of judges’ contracts and payments.
Identifying and booking judges for all departments.
Staying within budget on the cost of judges.
Identifying any overpayments.
Maintain an amiable relationship with judges.
Maintain a database of judges for future use.
Communication of Department Head activities. Providing logistical support throughout the Fair season.
Coordination between the Departments.
Communicating required deadlines and determining entry receiving, pick-up, and judging times.
Coordinate the ordering of equipment and supplies for the Departments.
Oversee all Exhibit Staff, budget, and timesheets.
Communication with current and potential Exhibitors for the Fair. Management of the Competitive Exhibits office.
Manage check-in/entry receiving of Fair Exhibitors while directing them to their set-up location.
Communication with Exhibitors with general FAQ.
Assembling all packets and information needed for all entrants at drop-off.
Ordering and distributing parking passes and entry tickets for exhibitors.
Identifying new opportunities for school programs and tours. Develop such programs and reach out to the local schools to increase participation in partnership with the Fair Operations Manager.
Assisting in planning overall logistics for the execution of the programs and tours with Fair Operations Manager.
Preparation of tickets and/or collateral accompanied by the programs.
Promoting and providing information on schools’ ability to participate in competitive exhibits.
Perform additional duties as assigned.