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ABOUT THE STATE FAIR OF TEXAS

Since its inception in 1886, the State Fair of Texas has celebrated all things Texan by promoting agriculture, education, and community involvement through quality entertainment in a family-friendly environment. The State Fair of Texas is a 501(c)(3) nonprofit organization with proceeds helping to preserve and improve our home, Fair Park; underwrite museums, community initiatives, and scholarship programs to support students throughout the Lone Star State pursuing higher education; and help improve State Fair operations. Visit BigTex.com for more information.

SUMMARY

The State Fair of Texas is seeking a part-time coordinator to join the Public Relations (“PR”) Department. The PR Department consists of the Fair’s Communications, Community Affairs, Guest Services, Philanthropy, and Scholarship teams.

Responsibilities may include administrative tasks such as answering phones and emails, maintaining schedules, and ordering office supplies; assisting with marketing and communications collateral and content; coordinating media credentials; preparing media correspondence; assisting with special events and initiatives, including community, philanthropic, and scholarship events; working with other departments to improve communication efforts; interacting with vendors, donors, and members of the media; and maintaining databases throughout public relations.

Ideal candidates will have supported a high-volume office environment and have the proven ability to manage complex and shifting schedules. The Fair’s PR Department is collaborative and inclusive; an employee in this position will be immersed in a challenging and dynamic environment. It is imperative that the candidate showcase Texantude and operate with an exemplary team spirit.

DUTIES and RESPONSIBILITIES

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Functions:

• Support the nonprofit mission of the State Fair of Texas.
• All State Fair employees must align with the organization’s core values: Texantude, enthusiastically customer focused, exemplary team spirit, affection for the Fair and our mission, and stewardship of the tradition.
• This position interacts with guests, media, donors, volunteers, and staff, and has access to confidential information requiring considerable use of tact, diplomacy, discretion, and judgment.
• Provide day-to-day support to senior vice president of PR and the overall PR team, which currently includes communications, community affairs, guest services, philanthropy, and scholarships.
• Project management, documentation management, relationship management, data reporting, and event planning.
• Answer the main phone line(s) and email account(s) for the State Fair Public Relations office.
• Assist with database management across all departments within PR.
• Assist in planning and execution of community, philanthropy, and scholarship-related events and initiatives.
• Assist in tracking and maintenance of media coverage, update media database, and help qualify and fulfill media requests.
• Provide a wide variety of general administrative support, including, but not limited to, maintenance of accurate and detailed files and records; verify accuracy of information, research discrepancies and record information; ordering office supplies and managing inventory; and expense reporting.
• Respond to requests for information from of variety of groups and individuals.
• Provide information on departmental and State Fair of Texas policies and procedures as required; and transfer inquiries to the appropri¬ate individual or department as necessary; receive, resolve, and respond to guest inquiries, and complaints.
• Assist with development and distribution of press materials, marketing collateral, and correspondence to the media and public.
• Assist in cultivation of relationships with community organizations, donors, volunteers, media, and the public.
• Assist in scheduling of meetings, television appearances, interviews, radio remotes, and film shoots as necessary for senior VP of public relations.
• Assistant PR Leadership Team members, as needed.
• Assist in execution of special events and promotions.

Marginal Functions:

• Perform additional related duties and responsibilities as assigned.

Knowledge of:

• Modern office procedures, methods, and computer equipment and programs.
• Principles of writing and report preparation.

Ability to:

• Provide effective administrative support.
• Work all 24 days of the State Fair event each fall in addition to key special events.
• Work long hours including early mornings, late nights, and weekends, in all weather conditions, when necessary.
• Maintain strong organizational skills, be detail-oriented, multi-task, and handle high-stress situations.
• Communicate clearly and concisely, both orally and in writing.
• Maintain a positive attitude and professional appearance.
• Excellent written, verbal, and interpersonal communication skills. Must be able to interact and communicate effectively with peers, leadership, community officials, media, and the public.
• Be proactive and reliable in planning and implementation of responsibilities.
• Manage own time, establish schedules, and meet deadlines, including managing multiple projects at the same time.
• Learn and explain State Fair of Texas organization, event programs and services, as necessary.

EXPERIENCE and TRAINING GUIDELINES

Preferred Education, Experience, and/or Attributes:

• Minimum of a bachelor’s degree or equivalent experience preferred.
• Excellent written, verbal, and interpersonal communication skills.
• Highly proficient computer skills with demonstrated knowledge and practical application of Microsoft Outlook, Word, and Excel, along with willingness and ability to learn other software programs as needed.
• Experience working with constituent management programs like Salesforce, other CRM, or data management software programs.
• Excellent organizational and proactive problem-solving skills, with the ability to manage multiple and shifting priorities and projects.
• Self-starter with excellent attention to detail and follow through.
• Knowledge of the DFW media landscape is very beneficial.
• Bilingual (English/Spanish) a plus.

WORKING CONDITIONS

Environmental Conditions:

• Office environment; exposure to computer screens.
• Exposure to a range of environments during the annual State Fair of Texas.

Physical Conditions:

• Essential and other important responsibilities and duties require maintaining the physical condition necessary for sitting for prolonged periods of time; walking and driving golf carts outdoors; working consistently requires manual dexterity.