Executive Administrative Assistant

Position Summary:

The Big Fresno Fair is the 5th largest fair in California, welcoming more than 500,000 guests during its annual 12-day Fair each October and more than 1.3 million visitors annually through 250 year-round events at the Fresno Fairgrounds.

The 21st District Agricultural Association/The Big Fresno Fair is seeking a highly organized, professional and detail-oriented Executive Administrative Assistant to support the CEO and leadership team in a fast-paced public events environment. This position plays a key role in coordinating executive operations, Board communications, meeting logistics, records management and day-to-day administrative functions for one of the Central Valley’s largest entertainment and event venues.

The ideal candidate thrives in a dynamic environment, exercises professionalism and discretion, communicates effectively with a wide range of stakeholders and can successfully manage multiple priorities and deadlines.

Key Responsibilities:

• Provide executive-level administrative support to the CEO and leadership team.
• Manage and coordinate calendars, meetings, appointments and scheduling logistics.
• Prepare, organize and distribute Board agendas, minutes, reports, contracts, presentations and other official documents.
• Coordinate logistics and materials for monthly Board meetings and related committee meetings.
• Assist with Board correspondence and communication with Board Directors, staff, vendors and public agencies.
• Draft, proofread and format professional correspondence, reports and presentations.
• Maintain organized electronic and physical filing systems and records.
• Answer and direct phone calls, emails and visitor inquiries in a professional manner.
• Support office operations including data entry, document management and administrative projects.
• Assist with special events, Fair-time operations and additional administrative duties as assigned.
• Maintain confidentiality while handling sensitive information and executive communications.

Qualifications:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• Minimum of three years of administrative support experience, preferably in executive support, public agency, event management or related environments.
• Strong organizational, multitasking and time-management skills with exceptional attention to detail.
• Excellent written and verbal communication skills with strong proofreading and professional correspondence abilities.
• Ability to prioritize assignments and adapt in a fast-paced, deadline-driven environment.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel and PowerPoint.
• Experience preparing meeting agendas, minutes and official documents preferred.
• Ability to exercise professionalism, discretion and confidentiality in handling sensitive information.
• Strong interpersonal skills and ability to work collaboratively with staff, Board members, vendors and community stakeholders.
• Bilingual (English/Spanish) candidates are strongly encouraged to apply.

Preferred Experience

• Experience supporting executives, boards or commissions.
• Experience working in public sector, nonprofit, entertainment, fairgrounds or event environments.
• Familiarity with Badgley Keene and Brown Act meeting preparation and public meeting processes is a plus.