[Seasonal] Events Administrative Assistant

[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.