Assistant to the Fair Director

Posting number: 08585

Department: Public Assembly

Job classification: Assistant to the Fair Director

Posting type: External & Internal

Categories: Administration

Summary

Under regular supervision, performs professional and administrative work with the Fair Director for fair and non-fair activities, events, concessions, competitive entries, and special projects. Promotes the utilization of the fairground facilities during the fair and non-fair portions of the year; schedules and coordinates non-fair activities and events; works with event organizers, vendors, and community groups while they are using the fairgrounds; develops and implements promotional strategies for the Carolina Classic Fair; overseeing competitive entries, concession operation during the fair, assists in coordinating fair volunteers; supports concession operations; prepares special reports for the Public Assembly Facilities Department; and utilizes Microsoft Office and other business software to perform administrative duties.

Examples of dutiesUnder regular supervision, works with the Fair Director planning, coordination, and execution of the Carolina Classic Fair.   Supporting all aspects of the fair operation including staffing, vendors, entertainers, carnival. Specifically oversee competitive entries and concession operation for the fair, manage and develop community relationships with agriculture and fair programming, assists with special projects, event logistics, and operational planning; develops and implements promotional and marketing strategies for the Carolina Classic Fair; and coordinates and supports fair volunteers before and during the annual fair. Concessionaire operations during events and the annual fair, including supporting vendor onboarding through applications, contracts, permits, and compliance with health and safety regulations; monitors concession areas to ensure cleanliness, organization, and adherence to operational standards; coordinates vendor placement, inventory logistics, and operational needs; enforces concession policies and procedures, including coordinating food stand audits with volunteers; recruits new concessionaires and vendors through research, outreach, and reference checks; and works with concessionaires to allocate booth locations and resolve operational concerns. Maintains accurate records for facility rentals, concessionaires, vendors, and event schedules; prepares reports and assists with data analysis related to facility usage, concession operations, and vendor performance; serves as a primary point of contact for rental clients, concessionaires, vendors, and event participants during the fair; provides professional and timely communication to foster positive working relationships; comfortable handling cash, write receipts, make deposits, complete report of deposits, gain understanding of financial codes, and manage reporting. Responsible for Petty Cash funds.

Addresses customer service and operational concerns, escalating issues as appropriate; screens phone calls, emails, and correspondence while ensuring timely follow-up; and utilizes Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and other business software, to perform daily administrative and operational functions. QualificationsAny combination of education and experience equivalent to a bachelor’s degree in business administration, Public Relations, Event Management, Hospitality Management, Recreation Administration, or a closely related field, and experience promoting, coordinating, or managing recreational, cultural, agricultural, entertainment, or community events.

Thorough knowledge of modern event management, recreation administration, concession operations, customer service, and marketing principles. Ability to establish and maintain effective working relationships with civic leaders, public officials, vendors, concessionaires, event participants, volunteers, and the general public. Ability to maintain records, prepare reports, and effectively organize multiple projects in a fast-paced environment Supplemental informationPreferred Knowledge, Skills, and Abilities

• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and other Microsoft Office applications with minimal supervision.
• Excellent organizational skills and the ability to prioritize competing responsibilities.
• Ability to work independently with limited supervision.
• Strong verbal and written communication skills.
• Experience following up on customer inquiries through phone and written correspondence.
• Ability to maintain professional relationships with vendors, concessionaires, community partners, and the public.
• Knowledge of food service operations, vendor management, and event logistics.
• Ability to analyze problems and recommend effective solutions.
• Must be aware of any permits or certifications required for concession operations in Forsyth County, North Carolina.
• Must be able to work all days of the annual Carolina Classic Fair in varying weather and environmental conditions, including hot, cold, indoor, and outdoor settings.
• Must be able to lift, move, and transport supplies, equipment, and inventory as required.
• Must be available to work evenings, weekends, holidays, and extended hours during events and the annual fair.