Exhibits Assistant - County Fair

EXHIBITS ASSISTANT ~ SAN MATEO COUNTY EVENT CENTER

The San Mateo County Fair is a vibrant, annual celebration of community, culture, and local tradition. Featuring a mix of family-friendly attractions—from carnival rides and live entertainment to agricultural exhibits and local artisan showcases—it offers an engaging, festive atmosphere for visitors of all ages. This dynamic event provides a unique opportunity for dedicated team members to be part of an experience that brings the community together and highlights the best of San Mateo County.

Job Summary

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.

This is a seasonal position to provide event coordinator services during San Mateo County Fair.  Must be available during all days of the San Mateo County Fair, Friday, May 30 to Sunday, June 8 (Closed Monday-Tuesday). The position will end June 13, 2025. 

Essential Functions/Responsibilities

Essential and other important responsibilities and duties may include but are not limited to the following: 

·     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.

Judges:  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.

Department Heads:  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.

Fair Exhibitors:  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.

Community/School Programs: 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.

Supervisory Responsibility

Responsible for the direction and supervision of department assistants and volunteers.

Qualifications

·     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.

Minimum Requirements

·      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. 

·      Prior experience in the fair, festival, and event industry is preferred. 

·      High school diploma or equivalent.  A college degree is a plus.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit, stand and walk. Some of the work will be outdoors and employee may be subject to various weather-related environments.  The employee is frequently required to make repetitive hand movements in the performance of daily duties. Is frequently required to stand; walk; reach with hands and arms and stoop, kneel or crouch. The employee must occasionally lift and/or move up to 25 pounds.  Must be able to speak, hear and see. Vision requirements are close vision, distance vision, peripheral vision and ability to adjust focus.   

Salary : $20