King William Fair Supervisor Job Description
Posted September 13, 2016 through October 17, 2016
The 50th King William Fair on Saturday, April 29, 2017 from 9:00am - 6:00pm is an official Fiesta event and a family friendly fair with art and craft vendors, live music and dance on five stages, food and beverage booths, a Kids Kingdom play area and a quirky parade, all on the streets of the historic district with its stately homes and gracious gardens.
The Fair Supervisor is responsible for overseeing the daily function of the King William Association’s (a historical neighborhood nonprofit organization in the heart of San Antonio, TX) annual fundraiser, the King William Fair, and other event activities in accordance with the current Board of Director’s priorities in keeping with the King William Association Charter and By-Laws. The King William Fair Supervisor is expected to work independently but will be accountable to the Fair Manager, the Executive Director, the Fair Chair and the President of the Board of Directors.
In addition, this position will allow us to fulfill our succession plan for the Fair Manager position. The current Manager has 10 years experience managing the King William Fair and the right candidate will have ample time to shadow and absorb the operations of the Fair so they can step into the Manager’s position for the 2018 Fair.
The Fair Supervisor
Must have a take charge, professional attitude with the ability to assist with the coordination, planning, production and administration of the King William Fair.
Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision.
Needs to have a love for event and project management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers.
Provide staff, KWA Board Members, general membership, and residents information and periodic progress reports regarding the status of the Fair and Fair related events as requested.
The Fair Supervisor is a part-time, year round position that requires full time hours or more during the month of April. The King William Fair is the last Saturday of FIESTA.
Pay range is $14 to $16 per hour depending on experience.
5 hours holiday pay each for Memorial Day, Independence Day, Labor Day, Veteran’s Day, and Thanksgiving Day.
After six months employment Supervisor will be eligible to receive 25 hours of paid leave.
Ensure the mission, goals and quality standards of the King William Fair are met.
Develop, implement, and maintain systems and services necessary for a safe event.
Work with Fair Manager to ensure the Fair is on schedule and within budget.
Track Fair finances including vendor payments, check requests, invoicing, vendor payments and reporting.
Review and update operations manual, timelines, maps, contact lists and other support documents necessary as needed.
Review and update the Fair Timeline and ensure completion of monthly activities necessary to support the Fair.
Monitor and report on progress of the project to all stakeholders.
Support all Department Managers with the planning and administration of tasks for each area.
Provide direction and support to managers, participants, volunteers, stakeholders as needed.
Serve as liaison with Food vendors, Kids Kingdom vendors, Parade participants and Entertainers on all Fair-related matters.
Serve as contact with Infrastructure vendors, ordering and scheudlilng, stages, booths, tents, tables, chairs
Develop standardized reports that link directly to current and historical information in the databases.
Define, create and present reports detailing Fair planning progress, results, problems and solutions, as required and requested.
Perform administrative duties, including:
Establish and maintain databases to provide efficient and effective access and reporting of data.
Databases to include:
Fair Contacts (managers, vendors, artists, entertainers, etc.)
Current and historical vendor statistics
Relevant business metrics
Answer phones, take messages, manage email and written correspondence, file, copy, distribute mail, etc.
Maintain office supplies necessary to support Fair activities and order through KWA staff.
Coordinate with office staff and volunteers, as necessary.
Maintain effective organization of Fair historical data, filing system and archives.
Coordinate meetings, walk throughs and scheduling of events.
Website & Social Media
Along with the Fair Coordinator, maintain the website language and upload relevant forms such as Policies and Procedures, Maps, Schedules, etc., as necessary. Work with the web designer for significant changes that require coding.
Update Facebook, Twitter, Pinterest, Instagram, working with student intern to achieve goals.
Successful track record for planning, managing, and executing large events through and with the cooperation of others, including outside vendors as well as a large volunteer contingent.
Willing to lead, innovate, collaborate and delegate while encouraging others to to be creative, take responsibility, and work as a team.
Exceptional interpersonal skills and customer service with high degree of professionalism, including an inclusive management style and the ability to create and maintain positive long-term relationships.
Excellent oral and written communication skills, including writing, proof reading skills, and public speaking.
Ability to manage and prioritize multiple tasks within a tight timeline with little supervision.
Capacity for understanding business perspectives with financial proficiency to achieve agreed goals.
Bachelor’s degree preferred; significant work experience can substitute for the degree.
At least 3 years’ experience with office administrative management, project management or equivalent.
At least 1 year experience coordinating special events and/or project management.
Proficient with version Microsoft 365 for Outlook Exchange, Word, Excel, PowerPoint, Access.
Social Media skills in Facebook, Twitter, Instagram, Pinterest, etc.
Knowledge of WordPress and Joomla.
Nonprofit experience valuable.
The Fair Supervisor is a part-time, year round position that requires full time hours the month of April with some overtime hours the week of the event. Easy scheduling is available during the slower months of August with increasing hours September - March. The Fair Supervisor must be willing to work flexible hours when needed to support volunteers, staff and to meet the requirements of various vendors and stakeholders. The Fair Supervisor must also be available to attend staff status meetings and some evening board meetings. Periodically, a few evenings and/or weekends are required.