SPECIAL EVENTS & GROUP SALES ASSISTANT
JOB DESCRIPTION
SUMMARY
Established in 1896, the Southwestern Exposition and Livestock Show d/b/a Fort Worth Stock Show & Rodeo (FWSSR) is a 501(c)3, not-for-profit organization with its mission focused on improving the livestock industry and supporting youth and education.
As the oldest livestock show in the United States attracting more than 1.2 million attendees throughout the 23-day Show, FWSSR organizes and administers each year a world-class Stock Show event composed of various public competitions, exhibitions and entertainment such that (1) the event enhances interest and encourages participation in the livestock and agri-business fields by recognizing and rewarding outstanding achievement in them, and (2) the event attracts as many visitors as possible from throughout the state, across the nation and around the world to Fort Worth, the city of this Stock Show’s historic origin. FWSSR continues to focus efforts and contribute to community organizations, preservation of western culture, educational grants and improvements to the Will Rogers Memorial Center.
The Special Events & Group Sales Assistant will support the planning, coordination, and execution of the Fort Worth Stock Show & Rodeo Special Events initiatives. This position will work closely with and report to the Special Events & Exhibits Director, assisting with day-to-day operations, communications, and administrative tasks within the Events Department.
RESPONSIBILITES
- Coordinate with and report to the Special Events Director regarding the daily planning for all the internal and external events. Act as a second point of contact for all events.
- Corporate & Group Events
- Seek to identify new group sales prospects from online submissions or community engagement. Research, identify and cultivate new group sales partnerships, through generated leads, proposal/contract preparation, sales presentations, and reporting results of those events through post-event documentation.
- Coordinate and execute operational efficiency with existing sales partners to ensure we maximize the relationship, including overseeing web inclusion, current contact information and payment schedules.
- Budget proficiency to effectively plan, manage, and control finances to achieve specific goals.
- Coordinate catering, linens, décor, room layouts, bar service, entertainment, and additional details leading up to and during events to ensure each client receives high-quality
experience.
- Serve as a liaison between clients, internal teams, caterers, and vendors to guarantee that all logistics are aligned.
- Onsite Activations & Logistics
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SOUTHWESTERN EXPOSITION AND LIVESTOCK SHOW
- Organize on-site and off-site engagements and activations, including, but not limited to concourse activations, sponsor and/or exhibit activations through media department, radio remotes, rotating displays and activation centers. Partner with Sponsorship department if the activations are both events & sponsorship related.
- Maintain and update all related master lists and event management software for corporate and internal events with accurate and timely information as assigned.
- Assist in tracking deliverables and deadlines for screen assets, RSA ads, and other deliverables as well as take photographs of assigned areas for use in recap reports, presentation materials, and ongoing relationship management.
- Assist in coordination and execution of FWSSR Scramble Fore Scholarships, Shoot for Scholarships, International Wine Competition, HSBBQ Competition, Family Reunion, Livestock Appreciation Day Luncheon, Superintendent’s Dinner and other internal events. Some of these events are outside the dates of the Show (Spring, Fall) and require evening and/or weekend work.
- Work with Texas Wildlife Association and area non-profits to coordinate and execute Kids Gone Wild. Act as an onsite liaison for day of activities.
- Work with the Special Events Director on partnership events: Lone Star Auctioneer Competition, Ranch Rodeo Round Up, Sale of Champions, Syndicate Breakfast and other Syndicate Events, college nights and other themed nights at the rodeo.
- Manage both the Breed Association and the Will Rogers Executive Suite calendars as well as the set ups for all meetings. Work with the City of Fort Worth Team to schedule/book all events. 10. Assist with screen asset management for corporate clients as well as sponsors from fall events to ensure content is created and shown on ground screens and/or center hung screens at Dickies Arena.
- Assist with National Anthem coordination and communication during the Show.
- Website updates and content: Update and maintain FWSSR website for all special events, corporate/group sales page, and Corkyard and Roadhouse with oversight from Events Director and Communications Director.
REQUIRED EXPERIENCE AND SKILLS
- Minimum of 2 years experience in Special Events
- Proficient in Microsoft Office applications including Word, Excel and PowerPoint • Working knowledge of Adobe Photoshop, InDesign and Adobe Acrobat preferred • Proficiency in managing special event budgets to meet goals
- Deadline-driven and detail-oriented
- Creative and strategic thinker
- Sales experience
- Ability to work independently as well as effectively as a team
- Highly effective at managing several projects/clients at one time
- Understand fire department and safety regulations regarding event set ups and layouts • Flexible and willing learner
- High degree of self-initiative
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SOUTHWESTERN EXPOSITION AND LIVESTOCK SHOW
- Willing to be involved in the community to further our mission
GENERAL REQUIREMENTS
- Possession of, or ability to obtain, a valid Texas driver’s license
- Meet qualification/eligibility/background requirements for this position
- Satisfactorily complete an employment verification check
- Satisfactorily complete all pre-employment verifications, including personal references and background check
- Highly organized and strong interpersonal skills
- Must be able to lift 30 lbs
- Must be available for weekend work and extended hours throughout the year as needed • WORK SCHEDULE AS FOLLOWS
o Mid-February to Mid-November:
Monday thru Friday 8 a.m. – 5 p.m. (additional weekend and evening work required
for FWSSR Scramble Fore Scholarships, Shooting Sports Competition, International
Wine Competition, HSBBQ Competition, and other events)
o Mid-November to December 31:
Monday thru Saturday 8 a.m. – 5 p.m.
o January 2 to Mid-February
7 days a week, 7 a.m. – 9 p.m. estimate
o Please note: All employees are to be prepared to work late and/or weekends as needed for events held outside of regular Show dates.
WORKING CONDITIONS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This position will require indoor and outdoor work, with probable extended outdoor exposure during December, January and February. Job will require: • Moving to numerous areas throughout the estimated 140-acre property in a quick and timely manner • Spending considerable time outside, particularly getting from location to location throughout the property during set-up, Show and move-out
- Potential encounters with domestic livestock including, but not limited to, horses, cattle, sheep, goats, pigs, chickens, rabbits, hay and manure
- Touching, speaking, hearing, seeing, grasping, standing, walking, stair climbing, and repetitive motions • May require lifting and moving of items during event set up
- Ability to work outside the normal work hours of 8 a.m. – 5 p.m.
DRESS CODE
The dress code established for the Stock Show is business casual, with professional business attire required when deemed necessary for meetings, office guests or interaction with exhibitors, customers, sponsors or vendors. All manners of dress should be professional and reflect positively on our organization.
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SOUTHWESTERN EXPOSITION AND LIVESTOCK SHOW
COMPENSATION/BENEFITS
- Salary commensurate with experience
- Retirement Plan
- 403(B) Savings Plan – voluntary employee pre-tax salary reduction contributions to tax deferred annuity options
- Health, dental and life insurance at no cost to the employee
- Medical Flexible Spending Account – employee may make salary deductions to pay for uninsured medical costs using pre-tax funds
- Five days paid vacation during the first year of employment, two weeks paid vacation after one year of employment
Please send a resume, a minimum of two references and salary requirements by May 1, 2026: Ashley Allison Davis, Events & Exhibits Director
ashley@fwssr.com
