Events Administrative Assistant

Description

[Seasonal] Events Administrative Assistant

National Western | Denver, CO

About National Western

We are National Western—an organization rooted in more than 120 years of history and driven by a mission to strengthen American agriculture through education, youth development, and community connection. We are stewards of the Western way of life, grounded in the values of courage, pride, integrity, grit, and loyalty. Each January, we bring this mission to life through the legendary National Western Stock Show—one of the world’s premier Western lifestyle, rodeo, and livestock entertainment events—welcoming hundreds of thousands of guests from across the globe. Beyond the Stock Show, we operate The Legacy, a world-class, year-round destination for events, experiences, and cultural connection in the heart of Denver. We are more than an event—we are a brand that lives at the intersection of heritage and culture, shaping how Western lifestyle shows up in the modern world.

Position Overview

The National Western Stock Show is seeking a highly organized, proactive, and detail-oriented Events Administrative Assistant to support both the VP of Agriculture and Event Experience and the Senior Director of Event Sales. This role serves as the administrator supporting emails, calendars, event planning and coordination, invoicing, scheduling, and internal operations. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced, team-driven environment, demonstrates strong professionalism, and enjoys balancing multiple priorities with accuracy and efficiency.

Reports to: Vice President of Agriculture & Event Experience, Senior Director of Event Sales

Roles & Responsibilities

Administrative Support

• Answer and direct incoming phone calls and check voicemail messages daily
• Manage multiple email inboxes and support staff by prioritizing responses or forwarding to other staff as needed
• Greet staff, guests, vendors, and partners professionally and courteously at all times; support the lobby receptionist as needed with visitors for staff
• Manage departmental administrative tasks, such as purchase orders, event calendars, and scheduling tools.
• Process invoices and checks for company accounts as directed by the Accounting Department
• Provide administrative support to team members across departments as requested
• Present a consistently helpful, professional, and friendly demeanor to staff, vendors, and guests
• Perform other duties as assigned

Events Support

• Coordinate client meetings and site walk-throughs and gather all pre-event details, including client needs, requests, and objectives
• Support the planning and execution of events from start to finish.
• Coordinate client meetings and site walk-throughs, and gather all pre-event details, including client needs, requests, and objectives.
• Serve as a primary point of contact for clients and event support teams.
• Collect and organize event information and prepare detailed event documents for the Event team.
• Coordinate event setup and teardown, including load-in and load-out activities.
• Manage event-related administrative tasks, including deposits, insurance, and permitting compliance.
• Collect and track all billable items, estimates, and client quotes.
• Communicate and coordinate with third-party vendors, including security, décor, catering, A/V, and other vendors. 
• Enforce company policies, procedures, and regulations for events and vendors.
• Build and maintain positive working relationships with clients, teammates, vendors, and partners through professionalism, collaboration, and accountability.
• Coordinate with campus partners to facilitate seamless execution of events campus-wide.
• Assist WSSA staff in the coordination of internal events.
• Participate in and/or conduct site tours as requested by the Sr. Director of Event Sales and/or VP Ag and Event Experience.
• Support Stock Show special events and other organizational events as assigned.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Requirements

Skills & Abilities

• High School Diploma/GED
• 2–4 years of administrative or office support experience
• Experience supporting senior leadership preferred
• Strong organizational and time management skills
• High attention to detail and accuracy
• Proficiency in Microsoft Office Suite and CRM/database systems
• Strong written and verbal communication skills
• Ability to handle confidential information with discretion
• Customer-service mindset with a positive, team-oriented attitude

Key Competencies

• Professionalism and discretion
• Strong follow-through and accountability
• Ability to manage multiple priorities
• Problem-solving and initiative
• Collaboration and team-oriented

Physical Demands

National Western Complex is a multi-purpose indoor and outdoor commercial and agricultural complex where dusty conditions and animals may exist. While performing the duties of this job, work is performed both indoors and outside in all weather conditions, including extreme cold, snow, wind, and rain, on varied surfaces. In this role, individuals will experience prolonged periods of sitting at a desk and working on a computer. Incumbent must be able to lift 15 pounds and access/navigate the National Western Complex in its entirety, with or without reasonable accommodation. Like almost all NWSS team members, this position will need to be on-site every day during Stock Show, typically for 12-16 hours at a time. 

Seasonal Position: This is a temporary seasonal position with an anticipated end date of 01/29/2027. Employment may end earlier or be extended based on operational needs. 

Compensation & Benefits

• This position will be scheduled for around 40 hours per week
• Like almost all NWSS team members, this position will need to be on-site every day during Stock Show (January 9th-24th), with shifts up to 12 hours per day.
• Compensation for this position is to start at $25/hour
• Paid sick time offered at a rate of 1 hour for every 30 hours worked.

WSSA/NWSS is a drug & alcohol-free employer with a zero-tolerance drug policy, including marijuana. 

WSSA/NWSS is an equal opportunity employer and values diversity.

Anticipated Job Posting Close Date

8/21/2026; open until filled. 

All offers are contingent on the successful completion of a criminal background check.