Event Specialist

POSITION DESCRIPTION:
The Wisconsin State Fair Park (WSFP) is seeking an enthusiastic, detail-oriented, and dedicated candidate to work as an Event Specialist within the Event Services Department. Under the direction of the Director of Event Services, this position’s workload will focus on year-round events including the annual Wisconsin State Fair. The ideal candidate will have a flexible schedule and must be able to work independently.

EMPLOYMENT TYPE:
Full-Time, permanent position in the unclassified service of the State of Wisconsin.

COMPENSATION & BENEFITS:
This unclassified position aligns with pay schedule-range (07-04) and the hourly rate will be based upon qualifications. Overtime compensation may be awarded during certain periods of the year. This position includes a comprehensive fringe benefits package, including pension, health insurance, and paid time off.

WHO CAN APPLY:
This position is open to all qualified candidates who meet the outlined criteria.

ESSENTIAL FUNCTIONS:
Event Management Functions:

• Assist Event Managers with event planning and coordination, schedule and/or direct WSFP staff based on client needs while applying WSFP policies and best practices

• Provide excellent customer service and demonstrate creative problem-solving skills

• Provide detailed event information to staff and ensure that all WSFP policies and procedures are followed

• When applicable, act as on-site manager of grounds and various building operations and primary show management

• Compiles estimates, creates floor plans, and grounds layouts, submits invoice information and prepares management reports

• Generate event related documents, including event sheets, schedules and letters including the contract requirements, setup and teardown dates, event dates, etc. and distribute to appropriate department

• Responsible for staying up to date on event-related trends and laws to ensure compliance is met

• Coordinate assigned internal meetings including creating work orders, schedule, and communications to various departments

• Learn WSFP buildings’ physical workings and capabilities

Project Management Functions:

• In consultation with the Director of Event Services, develop and manage profit and loss process for events hosted at WSFP

• Analyze past events and work with the Sales Manager on report data

• Perform other assigned special projects and tasks to maintain a high level of customer service to all WSFP customers

• Assist in analyzing best practices for efficiency and cost-saving

• Other duties as assigned

QUALIFICATIONS:

• Prior experience coordinating and communicating event needs and venue requirements, required

• Four-year degree in a management-related field from an accredited college or university, preferred

• Working knowledge of Event Business Management Software (EBMS), including front-end usage and back-end configuration with proven results, preferred

• Strong troubleshooting skills

• Ability to plan, organize and supervise staff through demanding situations using either oral or written communication

• Effective oral and written communication skills

• Strong and proven planning and organization skills with ability to prioritize while remaining flexible to changes

• Ability to establish and maintain effective working relationships with various departments, clients, and vendors

• Ability to achieve quality results with limited resources and tight deadlines

• Extensive knowledge of and skill in using computers and Microsoft software such as Word, Excel, Outlook, Power Point, Access and Internet Explorer and ability to learn new software

• Excellent customer service skills

• Ability to work long and irregular hours including nights, weekend and holidays as dictated by the venue schedule is essential

SPECIAL NOTES:
The candidate must be able to work all 11 days of the annual Wisconsin State Fair; for 2024 these dates are August 1 – 11, 2024. Prior to appointment to this position, the candidate will be subject to a comprehensive criminal background check.

TO APPLY :
Please submit your resume and cover letter by following the applicable instructions below. Application materials must be received by Thursday, February 15, 2024:. The most qualified applicants will be invited to interview.

COMPANY DESCRIPTION:
Wisconsin State Fair Park is a year-round entertainment venue, hosting activities, events, meetings and more throughout the four seasons. Home to the Exposition Center, Tommy G. Thompson Youth Center, the Milwaukee Mile Speedway, WI Products Pavilion, and many other facilities, hundreds of events are held at the Fair Park each year. Perhaps the most notable and certainly the signature event, the Wisconsin State Fair, welcomes more than one million Fairgoers over 11 summer days. Visit wistatefair.com for more information.

Wisconsin State Fair Park’s central location within the largest metro area in Wisconsin makes it a desirable place to work, live, and play. As a world-class city, Milwaukee and the Greater Milwaukee Area are full of opportunities galore for living, working, and playing. Visit discovermilwaukee.com for more information.

Wisconsin State Fair Park is an Equal Opportunity Employer.