Special Events Assistant

Position: Special Events Assistant - County Fair
The SAN MATEO COUNTY FAIR is seeking a Special Events Assistant to work in a fun and friendly environment during the San Mateo County Fair.

This is a seasonal position from approximately May 1 through June 16, 2026.

Pay is $23.00 per hour.

About Us

The San Mateo County Fair is a vibrant, annual celebration of community, culture, and local tradition. It features a mix of family-friendly attractions-from carnival rides and live entertainment to agricultural exhibits and local artisan showcases-and offers an engaging, festive atmosphere for visitors of all ages. This dynamic event provides a unique opportunity for dedicated team members to be part of an experience that brings the community together and highlights the best of San Mateo County.

Job Summary

The Special Events Assistant will perform various duties under the direction of the Fair Operations Manager. This is a seasonal position to provide event coordinator services during San Mateo County Fair. Must be available during all days of the San Mateo County Fair, Friday, June 5 to Sunday, June 14 (Closed Monday-Tuesday). The position will end June 16, 2026.

Essential Functions/Responsibilities

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

FAIR RELATED RESPONSIBILITIES

• Event Coordination:
  An event coordinator serves in a highly visible capacity providing logistical support for the County Fair. Works directly with clients and vendors along with facilities, operations, and food services staff to provide event management and coordination to ensure a successful event.
• Special Events:
  Assist in the preparation of special events details including calling partners and collecting event information; collecting, verifying, and filing paperwork while submitting them to appropriate organizations on-time, preparation and mailing of any agreements, creation of event plans and layouts, providing on-site logistical support to special event promoters, and sending an equipment request list to maintenance.
• Special Events Point of Contact:
  Acts as the primary point of contact for Fair Special Events partners while onsite. Responsible and accountable for representing the San Mateo County Fair in a professional manner to partners' points of contact, carrying out service orders (partner requests) successfully and in a cost-effective manner. Prepares, confirms, and issues service orders for facility users. Work collaboratively with internal departments to identify, manage, and communicate the client's needs.
  
  Be comfortable escalating issues to the Supervisor as appropriate.
• Special Events Entertainment:
  Assist with the process, identification, and scheduling of special events entertainment groups and individuals for the Fair. This may include previewing acts for quality and content and communicating schedule information to entertainment contacts. Responsibilities will include processing performer applications, contacting and scheduling all performers in the appropriate time slots and stages, assembling and distributing performer packets, creating schedules and signage, coordinating all performance equipment needs, and maintaining amiable contact with all performers.
• Social Media/Website Content:
  Be knowledgeable of Fair Special Events for the purpose of providing content for social media posts through Social Media Coordinator. Assist Coordinator in developing content and post on Fair's website, Facebook, Twitter, and Instagram accounts. Work with PR and Media contractors in order to create useful e-newsletters and press releases. May be required to develop e-blasts on Constant Contact and participate in creating video/web content.
• Daily Contests:
  Overall conceptualization of Daily Contests. Responsibilities include researching and providing ideas for potentially new contests, reaching out to local companies to donate prizes and distributing appropriate thank you letters to donors while ensuring they receive recognition on the website, e-newsletters, and social media.
• Database Management:
  Maintain current contact information for all Fair advisory groups and volunteers. Maintain databases of school dates, food vendor menus and prices, vendor contact information, contest prize donors (potential and actual) and school end dates.
• Layouts:
  Creating, maintaining, and updating layouts for the needs of Fair staff on layout system.

SMCEC RESPONSIBILITIES

• Front Desk:
  Provide backup support to the front desk and assist in lunch coverage for front desk staff.
• Perform additional duties as assigned.

Qualifications

• Excellent computer skills including proficiency with Microsoft Office. Knowledge of Constant Contact and EBMS software is a plus.
• Proficient in all aspects of applicable business social media including but not limited to Facebook, Twitter, Instagram, etc.
• Ability to communicate effectively, both orally and in writing. Excellent spelling, grammar and written English skills required.
• Perform routine clerical work. Ability to multi-task including…