Seasonal Coordinator, Events & Community Development

SUMMARY

Seeking a reoccurring seasonal/temporary employee who can begin in October through April, who directly supports the Show’s Parade, Trail Ride, and Rodeo Run committees, as well as supports the marketing department. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:

Serves as interim (seasonal) staff coordinator for the Show’s Parade, Trail Ride, and Rodeo Run committees. Cross-trains with colleague coordinator to support all Marketing Coordinator activities, steps in to cover for colleagues as needed. Maintains event budgets, timelines, and logistics.

Key Responsibilities

• Committee Support 
  • Duties involved include: 
    • expense and revenue tracking; 
    • committee correspondence and record keeping; 
    • meeting attendance; 
    • working with city and local officials to successfully coordinate the annual Downtown Rodeo Parade and Trail Ride activities;
    • securing proper permits for the use of city areas for both the Parade and Trail Ride activities; and
    • additional duties as they arise. 
    • facilitate event approvals, contracts, and marketing material review. Works closely with volunteer leadership and Show staff to ensure timeliness of event approvals. 
    • maintains budget, tracks expenditures, committee membership, committee correspondence and committee record keeping review and process contracts for all committee events, functions, and activities. 
• Influencer and creator support
  • Assist with the coordination and execution of influencer and content creator programs.
  • Assist with the management of incoming applications and submissions for the Content Creator Program, reviewing applicants and making recommendations based on established criteria.
  • Assist creator outreach, invitations, RSVPs and ongoing communication.
  • Assist with coordinating creator visits, including credentials, tickets, itineraries, gifting and on-site logistics.
  • Help host influencers and content creators on-site to facilitate content creation and ensure a positive experience.
• Provide support to digital and social team

• Knowledge of social media platforms and trends: Facebook, X, Instagram and TikTok 
• Provide ideas to HLSR’s Digital Media Team for creative content capturing and presentation. 
• Assist with cataloguing photography and tagging.
• Maintain Rodeo’s daily schedule and ensure accuracy during showtime.

• Provides support to Manager and/or colleague coordinator as required.

QUALIFICATIONS 

Must be detail-oriented and organized with excellent customer service and communication skills, oral and written; the ability to be flexible and productive in a fast-paced environment. Requires proficiency in Microsoft Word and Excel. Experience with photo management and editing software (Photo Mechanic, Lightroom, Bridge, Photoshop, etc.) is a plus. Scheduling flexibility is available; must be able to work extended hours during the event. 

Requires flexibility and ability to attend meetings and events after the end of the workday and on occasional weekends. 

Seeking candidate who can begin in October through April, hours may vary based on business necessity. The ideal candidate would like to continue this role in subsequent years.

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.

The employee may be required to sit, stand, climb, balance, stoop, kneel, crouch or crawl. During the Show, the employee may be required to frequently walk to various places on the grounds. The employee may be required to lift and/or move 15 or more pounds. Requires good manual dexterity (hand, hand with arm, two hands) and multi-limb coordination. Extended work hours required, especially during peak periods.

WORK ENVIRONMENT 

The work setting is a busy, fast-paced, marketing and event environment, with strict and multiple deadlines, heavy computer usage and continuous need for public relations, diplomacy and working with multiple constituents. Extended work hours as necessary, with several deadlines throughout the year, and extended work hours during Show. 

The work environment characteristics described here are representative of those an employee encounters while performing 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 may be exposed to dust, chemicals and animals at various times.

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