Special Events Assistant - County Fair

FAIR SPECIAL EVENTS 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 attractionsfrom carnival rides and live entertainment to agricultural exhibits and local artisan showcasesit 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 Special Events Assistant will perform various duties under the direction of the Fair Operations Manager. 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 30, 2025.

Essential Functions/Responsibilities

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

FAIR RELATED RESPONSIBILITIES

Event Coordination: An event coordinator serves in a highly visible capacity providing logistical support for the County Fair. Works directly with clients and vendors along with facilities, operations, and food services staff to provide event management and coordination to ensure a successful event.

Special Events: Assist in the preparation of special events (Dia De La Feria, Farmworker Heroes Appreciation Day, Pacific Islands Day, Family Pride Day, etc.) details including calling partners and collecting event information; collecting, verifying, and filing paperwork while submitting them to appropriate organizations on-time, preparation and mailing of any agreements, creation of event plans and layouts, providing on-site logistical support to special event promoters, and sending an equipment request list to maintenance.

Special Events Point of Contact: Acts as the primary point of contact for Fair Special Events partners while onsite. Responsible and accountable for representing the San Mateo County Fair in a professional manner to partners' points of contact, carrying out service orders (partner requests) successfully and in a cost-effective manner. Prepares, confirms, and issues service orders for facility users. Work collaboratively with internal departments to identify, manage, and communicate the client's needs. Be comfortable escalating issues to the Supervisor as appropriate.

Special Events Entertainment: Assist with the process, identification, and scheduling of special events entertainment groups and individuals for the Fair. This may include previewing acts for quality and content and communicating schedule information to entertainment contacts. Responsibilities will include processing performer applications, contacting and scheduling all performers in the appropriate time slots and stages, assembling and distributing performer packets, creating schedules and signage, coordinating all performance equipment needs, and maintaining amiable contact with all performers.

Social Media/Website Content: Be knowledgeable of Fair Special Events for the purpose of providing content for social media posts through Social Media Coordinator. Assist Coordinator in developing content and post on Fairs website, Facebook, Twitter, and Instagram accounts. Work with PR and Media contractors in order to create useful e-newsletters and press releases. May be required to develop e-blasts on Constant Contact and participate in creating video/web content.

Daily Contests: Overall conceptualization of Daily Contests. Responsibilities include researching and providing ideas for potentially new contests, reaching out to local companies to donate prizes and distributing appropriate thank you letters to donors while ensuring they receive recognition on the website, e-newsletters, and social media.

Database Management: Maintain current contact information for all Fair advisory groups and volunteers. Maintain databases of school dates, food vendor menus and prices, vendor contact information, contest prize donors (potential and actual) and school end dates.

Layouts: Creating, maintaining, and updating layouts for the needs of Fair staff on layout system.

SMCEC RESPONSIBILITIES

Front Desk: Provide backup support to the front desk and assist in lunch coverage for front desk staff.

Perform additional duties as assigned.

Qualifications

Excellent computer skills including proficiency with Microsoft Office. Knowledge of Constant Contact and EBMS software is a plus.

Proficient in all aspects of applicable business social media including but not limited to Facebook, Twitter, Instagram, etc.

Ability to communicate effectively, both orally and in writing. Excellent spelling, grammar and written English skills required.

Perform routine clerical work. Ability to multi-task including accomplishing administrative tasks while answering the phone and greeting the public.

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.

Perform additional duties as assigned.

Minimum Requirements

Any combination of education, experience, and training that would provide the required knowledge and abilities to perform the responsibilities of this position. High school diploma or equivalent.

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.