Administrative Assistant

 

Part-time term position as an Administrative Assistant for FY 2018.

Hours:   Flexible hours are a must

  • Pre and Post Fair (Set office hours)
    • Wednesday: Noon – 8:00 pm
    • Friday: 9:00 am – Noon
  • Fair Hours: June 18th – July 20th
    • 40 hours per week (overtime may be possible)
  • Additional FLEX hours may be given with approval by board president.
  • Must be able to work days, evenings and weekends.

Pay rate: negotiable

Position reports directly to the Cedar County Fair Board President.

Term of position: April 16th until September 30, 2018

  • The term for FY 2018 is from April 16th until September 30, 2018. At the September 2018 Cedar County Fair Board meeting will decide if the position will continue in the FY 2019.

Objective of the position:

This position is the “face” of the Cedar County Fair office.  Not necessarily the lead on the five-main job roles but working very closely with the board leads on each one.

Job duties and responsibilities:

1) Office Activities:

       Assist with the managing the office’s daily activities.

  • Assist with prep for board meetings
    • Creating copies of necessary documents, reminders to board members and creating agendas
    • Attend all board meetings
  • Assist with prep for all committee meetings (This does NOT mean this position will be on each committee but will work to make sure those committees have what they need to get their tasks done.)
  • Assist with maintaining/organizing records within the office
  • Assist in creating and maintaining a mass email list of all association members and sending out updates on activities, correspondences and other items pertinent to the board
  • Assist with coordinating all calendars
  • Consistent weekly OFFICE HOURS within the fair board office and additional flexible hours for events
  • Assist with preparations for annual meeting
    • Assist with editing and mailing of invites
  • Assist with recruiting volunteers for all events
    • Assist with maintaining records of volunteer activities
  • Other duties as assigned

2) Social Media:

     Assist with the coordinating social media promotions:

  • Assist with Facebook, Twitter, Instagram
  • Assist with flier creation and preparation
  • Assist with the website maintenance

3)  Camping:

     Assist with the managing reservations:

  • Assist with fair camping
    • letters must be sent out months prior to fair for returning campers
    • Online or mailing will set up reservations
  • Assist with Spring Fling/Fall Bash Race
    • reservations can be taken online/phone contact
  • Assist with Non-fair/events camping
    • online applications or phone contacts
  • Assist with recruiting and managing volunteers for camper placement
  • Assist with maintaining paperwork
  • Assist with collection of monies (work with Treasurer with deposits and start up cash)
  • Assist with prep for camping with grounds committee:
    • Assist with reviewing any issues
    • Assist with garbage
    • Assist with bathrooms

4)  Partnership Recruitment:

     Assist with Partnership recruitment and record keeping

  • Works directly with board lead
  • Assist with creating and mailing of letters
  • Assist with following up on all partners
  • Assist with weekly report to lead on who has paid, and been invoiced
  • Assist with sending out thank-you’s and invoices
  • Assist with ordering, pick up and organization of partnership banners

5)  Fair Events (All Board):

     Pre/Post Fair Designated Weeks:

  • Assist with Fair Books
    • Assist with edit, order, pick-up and distribution (Order by end of March)
  • Assist with Fair Tickets
    • Assist with edit, order and distribute them to the appropriate businesses
  • Assist with the order of fair supplies as needed
  • Assist with Vendor Rentals Contracts
    • Email/mail out vendor letters and contracts – Mathews/Food
  • Assist with Work Night schedule (April thru October)
    • Weekly list of work night needs to be completed
  • Assist with duties as assigned by the executive board

    Fair Designated Duties:   Must work full time 3 weeks prior to fair, fair week and 1 weeks after fair

  • Assist with the oversight of the secretaries within the office at the fair
  • Assist with order of supplies needed on the grounds
  • Assist with recruiting and managing/scheduling volunteers
  • Assist with collection of all fair packets from businesses within the county
  • Assist with all duties as assigned by the executive board

This position is not a member of the Cedar County Fair Board but reports to the executive committee prior to each fair board meeting. Within the role, this position does not participate in the board meetings unless requested upon by the executive board.

Experience Required:

  • Experience with both verbal and written communications
  • Experience in Microsoft Office (Word and excel)
  • Experience in Google (Drive, docs, sheets, gallery, Gmail and calendars)
  • Experience with Social Media (Facebook, Twitter, Instagram and website management)
  • Ability to handle communications in a confidential manner
  • Capable of maintaining a harmonious relationship with the Board, Extension Office, community members and all person associated with the fair

Other Required:

  • Able to lift to 50 lbs. on a consistent basis
  • Valid driver’s license and reliable vehicle

PLEASE EMAIL: Cover letter, resume and 3 reference names/phone numbers to thecedarcountyfair@gmail.com and please put “Attention Board President” in subject line of email. All applications are due by Friday March 23rd, 2018.

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