Seasonal Guest Experience Administrator

Description

National Western | Denver, CO

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.

This position works closely with Event Operations, Parking, Guest Services, Transportation, and Security, so a well-rounded team player who can work with different personalities and provide exceptional client service is critical. This person will demonstrate a continuous effort to improve operations, streamline work processes, and work cooperatively and jointly to provide service. This position will work closely with the Senior Director of Guest Experience on administrative tasks.

Reports to:

Senior Director of Guest Experience

The Guest Experience Administrator is primarily responsible for ensuring the timely and accurate completion of all departmental administrative tasks. This position will be expected to act in a managerial capacity as needed when the department’s Director or Managers are not available.

• 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
• Responsible for maintaining and approving timekeeping records through HRIS, including monitoring and logging daily check-ins and check-outs, reviewing and making corrections to cost centers, and confirming daily punches.
• Ensures comprehensive filing systems are maintained and up-to-date.
• Facilitates incident reporting and documents distribution as needed.
• Perform other duties as assigned

• Complete, submit, and track permits for transportation and security through city and state agencies as needed
• Develop Stock Show signage for use in the security, parking, and transportation departments, tracking requests from multiple departments
• Manage and monitor inventory, and recommend when items may need to be reordered
• Complete and distribute accurate meeting minutes for large meetings the Sr. Director of Guest Experience must attend
• Support the creation of staff schedules for pre-stock show and stock show events
• Distribute all stock show radios, and manage the process for missing or broken radios, and the replacement of said radios

• Coordinate client meetings and site walk-throughs and gather all…