Office Manager

3 weeks ago

Kingston, Canada Kingston Fall Fair Full time

**Immediate Supervisor: Fair Board President**
**Term: One-year full time contract, with possibility of renewal**

**Nature of Work**:
This position is responsible for the organization, preparation, promotion, marketing, direction, and scheduling of the annual Kingston Fall Fair and the fairgrounds under the supervision, advice, and approval of the Fair Board of Directors.

**Minimum Qualifications**:
**Education**:
1. Knowledge and experience in agriculture, event management, marketing, or other related fields is required.
2. Experience or training in word processing, spreadsheet and database software is required.

**Experience**:
1. Experience in event planning/project management preferred.
2. Marketing background desirable.
3. Prior experience engaging and retaining volunteers is desirable.

Note: Equivalent combinations of job-related education and experience will be considered.

**Knowledge, Skills, & Abilities**:
1. Problem solving, organizational skills, and ability to manage competing priorities.
2. Self-motivated and has leadership skills.
3. Ability to communicate clearly, concisely, and tactfully both written and orally is required.
4. Ability to problem solve.
5. Skill in using computer databases, spreadsheets, word processing and other office programs.
6. Ability to create and maintain complex and detailed records regarding all fair and grounds Events.
7. Ability to maintain confidentiality and use good judgement and decision making.
8. Ability to work effectively and harmoniously with others.
9. Ability to work independently when and if required.

**Essential Functions**:
Under the direction of the Fair Board of Directors, the applicant should be able to:
**Financial**:
Organize and promote sponsorship of the fairgrounds and fair.

**Administrative**:
1. Create meeting agendas and disperse to members regularly.
2. Compose letters and all correspondence relating the Fair, society members, or the Board of Directors.
3. Hire and coordinate all judges, volunteers, and sub-contractors for the fair (garbage removal, bathrooms, etc.), with approval from the Board of Directors.
4. Update, maintain, and process all contracts.
5. Respond in a timely manner to all complaints/questions and promote prompt settlement of such complaints.

**Other**:
1. Report to the Fair Board of Directors each month and attend all Fair Board Meetings.
2. Prepare information for advertising and promotion of the Fair and all events held on the Grounds.
3. Become proficient in the use of fair software.
4. Be the main contact for any Fair questions, issues, or clarifications.
5. Organize and handle all rentals and events.
6. Purchase and order supplies for the fair and the grounds.
7. Oversee social media accounts and promote the fair and fairgrounds events through these channels.
8. Organize and manage all grounds projects or delegate as appropriate, with board approval.
9. Organize and coordinate the entertainment, vendors, exhibitors, etc. for the Fair, in collaboration with the committee(s), and with committee head approval.
10. Identify revenue generating opportunities and present to the Fair Board for consideration.
11. Serve as a liaison between the Fair Board and the community, youth groups, and local businesses.

**Supervision Received**:
General and specific assignments are received, and work is performed according to methods and procedures of the Fair Board of Directors with allowance for independence and judgement in accomplishing the assignments.

**Environmental Factors**:
Individual will work in the Kingston Fall Fair Office, with possibility of hybrid work and flexible hours. Dexterity in moving, picking up objects, and operating office equipment is required.

**Pay and Benefits**:
The base salary of this position will be negotiable based on experience.

Vacation days are negotiable and need to be discussed and approved with the supervisor. There are no health care benefits offered.

**Position Progression**:
To help the individual excel and have a positive transition period, this position is organized in a progressive format as follows:
Year 1:

- Work closely with the Fair Board President and existing office staff to learn the Kingston Fall Fair system and to carry out the official financial and secretarial duties such as charting daily expenses.
- Perform duties listed above with regular assistance from last year’s officers.
- Learn the fair entry program and assist with it prior to and during the fair.
- Attend and participate in the 2023 fair, including set-up, event, and tear-down (approximately one week).

**Closing Statement**:
This description has been prepared to assist in evaluating duties, responsibilities, and skills of this position. It is not intended as a complete list of specific duties, nor is it intended to limit responsibilities to those listed. It is understood that the supervisor has the right to assign, direct, and modify duties and responsibilities.

**Job Type**: Permanent

**Salary**:

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