Event Services Administrative Specialist (West Allis, WI)
POSITION SUMMARY
The Wisconsin State Fair Park (WSFP) is seeking an enthusiastic, detail-oriented, and dedicated candidate to work as an Administrative Specialist within the Event Services Department. Under the direction of the Director of Event Services, this position is responsible for general administration within the Event Services Department, which includes assistance with contract/agreement processing, database management, financial reporting, dorm reservations, and exhibitor services. In addition to these administrative tasks, this position is responsible for assisting Event Managers in organizing and managing logistical event requests.
The Event Services Department at WSFP is responsible for hosting approximately 150 events per year ranging from automobile races to livestock competitions and trade shows.
EMPLOYMENT TYPE
This position is an unclassified, Dual-Limited Term Employment (LTE) position within the State of Wisconsin employment system, working an average of 40 hours per week throughout the calendar year. Annual hours worked will not exceed 2,078.
COMPENSATION & BENEFITS
The starting wage for this role will be based on qualifications. A comprehensive fringe benefits package, including health and dental insurance, life insurance, and disability insurance is available after a minimum employment period is met. Annual hours worked will not exceed 2,078. Paid time off for vacation, holidays, etc. is not included as part of the benefits package.
WHO CAN APPLY
This position is open to all qualified State of Wisconsin residents who meet the outlined criteria.
ESSENTIAL FUNCTIONS
Agreement and Insurance Process
• Secure reservation information by phone, email, US mail and fax and confirm upon receipt
• Create database for tracking reservations for each event
• Process incoming payments for all reservations
• Provide guest lists, room envelopes and keys for front desk staff
• Balance monies received from all dorm stays for each event
General Administration
QUALIFICATIONS
SPECIAL NOTES
The candidate must be available to work all 11 days of the annual Wisconsin State Fair; for 2025 these dates are July 31 – August 10. 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 Monday, April 7, 2025. 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.
All Limited Term and Seasonal Employment Positions, including those for the annual Wisconsin State Fair, require Wisconsin Residency, as defined in § 6.10(1), at the time of application and throughout employment with Wisconsin State Fair Park.
Wisconsin State Fair Park is an Equal Opportunity Employer.
The Wisconsin State Fair Park (WSFP) is seeking an enthusiastic, detail-oriented, and dedicated candidate to work as an Administrative Specialist within the Event Services Department. Under the direction of the Director of Event Services, this position is responsible for general administration within the Event Services Department, which includes assistance with contract/agreement processing, database management, financial reporting, dorm reservations, and exhibitor services. In addition to these administrative tasks, this position is responsible for assisting Event Managers in organizing and managing logistical event requests.
The Event Services Department at WSFP is responsible for hosting approximately 150 events per year ranging from automobile races to livestock competitions and trade shows.
EMPLOYMENT TYPE
This position is an unclassified, Dual-Limited Term Employment (LTE) position within the State of Wisconsin employment system, working an average of 40 hours per week throughout the calendar year. Annual hours worked will not exceed 2,078.
COMPENSATION & BENEFITS
The starting wage for this role will be based on qualifications. A comprehensive fringe benefits package, including health and dental insurance, life insurance, and disability insurance is available after a minimum employment period is met. Annual hours worked will not exceed 2,078. Paid time off for vacation, holidays, etc. is not included as part of the benefits package.
WHO CAN APPLY
This position is open to all qualified State of Wisconsin residents who meet the outlined criteria.
ESSENTIAL FUNCTIONS
Agreement and Insurance Process
- Monitor contractual due dates for signing and deposit compliance
- Track insurance for each event to ensure proper coverage based on event type and date
- Effectively communicate with clients to confirm understanding of insurance requirements and deadlines
- Maintain and track electronic records of signed agreements, invoice documents and payment receipts
- Follow up as necessary with event organizers for any outstanding information
- Create deposit invoices for upcoming events
- Enter credit card deposits when received at the Exposition Center
- Run and enter final payments when made via credit card at the Event Services office
- Monitor Event Management Software (EMS) for final payments
- Run weekly, monthly, and quarterly reports for Director of Department to use in a multitude of ways
- Monitor Exhibitor Services orders received via email, mail or fax
- Send confirmation emails to exhibitors upon receipt of orders
- Process credit card payments made in the Event Services office
• Secure reservation information by phone, email, US mail and fax and confirm upon receipt
• Create database for tracking reservations for each event
• Process incoming payments for all reservations
• Provide guest lists, room envelopes and keys for front desk staff
• Balance monies received from all dorm stays for each event
General Administration
- Prepare agendas and take notes for the bi-weekly Event Services Department and Weekly Operations Meetings
- Monitor office supply inventory and submit and receive orders as needed
- Take initial event inquiry calls and establish good rapport with current and future promoters
- Answer door intercom, greet guests and operate multi-line phone system
- Assist in maintaining a general level of organization within the office setting
- Manage key requests for upcoming events and submit to IT for setup. Upon receipt, generate sign-out documents for each event
- Work with Event Managers to create efficiencies while acting as a liaison with outside departments
- Create and distribute Weekender+ & Local Event’s Spotlight newsletters & distribution lists
QUALIFICATIONS
- Two+ years of administrative-related experience
- Experience within the hospitality industry, preferred
- Advanced understanding and use of Microsoft Excel
- Intermediate working knowledge of Microsoft Word, Outlook, and PowerPoint
- Ability to adapt to new software and programs, including Event Management Software (EMS); Momentous, preferred
- Effective oral and written communication skills
- Organized and task oriented with strong attention to detail
- Strong project management skills and the ability to manage multiple projects simultaneously while meeting deadlines
- Exceptional interpersonal communication skills
- Post-secondary education, preferred
SPECIAL NOTES
The candidate must be available to work all 11 days of the annual Wisconsin State Fair; for 2025 these dates are July 31 – August 10. 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 Monday, April 7, 2025. 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.
All Limited Term and Seasonal Employment Positions, including those for the annual Wisconsin State Fair, require Wisconsin Residency, as defined in § 6.10(1), at the time of application and throughout employment with Wisconsin State Fair Park.
Wisconsin State Fair Park is an Equal Opportunity Employer.
Department: Event Sales and Services
This is a full-time position
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