Office Assistant

Are you an organized, friendly, and detail-oriented professional who enjoys keeping things running smoothly? We’re looking for an Office Assistant to be the welcoming face of our organization and provide vital support to our leadership, staff, and guests. This role offers a mix of customer service, administrative responsibilities, and event support—making it a great opportunity for someone who thrives in a dynamic environment and enjoys working with people at all levels.

SUMMARY

The Office Assistant serves as the first point of contact for visitors and callers, providing excellent customer service and administrative support. Key duties include managing conference room reservations and supplies, distributing mail, maintaining office and kitchen inventory, and assisting the Sales team with bookings, contracts, and scheduling. The role also works closely with the Executive Assistant to support leadership needs and coordinates with Security, Marketing, and Inventory Control. During the annual Fair, responsibilities expand to include handling guest feedback, assisting with ticket distribution, coordinating staff meals and meetings, and supporting special events.

KEY RESPONSIBILITIES:

1. Provide face-to-face customer service to visitors entering the Welcome Center. 
2. Answer incoming calls in a timely, accurate and friendly manner.
3. Direct calls to the appropriate department.
4. Work closely with the Executive Assistant to ensure the needs of the CEO & COO are fulfilled.
5. Ensure accuracy and management of conference room reservations daily.
6. Ensure conference rooms are stocked with the necessary items for guests, e.g. water and sodas in the refrigerators.
7. Daily distribution of incoming mail including opening, date stamping and copying check to be logged.
8. Create and distribute a Weekly Visitor list for Security.
9. Work with Inventory Control Supervisor to maintain office supply closet and kitchen inventory in administration office.
10. Provide administrative support to Sales department including:

• Booking requests
• Contract review
• Scheduling site visits and walk throughs
• Liaison with Marketing Department
• Ensuring sales calendar and website are up to date

11. Other duties as assigned.

FAIR RESPONSIBILITIES:

1. Collect and house customer complaints and complements to deliver to executive staff at the end of the annual fair.
2. Assist HR department with employee ticket distribution.
3. Plan and coordinate meals for daily staff and security meetings.
4. Assisting with coordination of special events during Fair.
5. Running assignments as needed for ticket distribution.
6. Other duties as assigned.

The Florida State Fair Authority is a drug free workplace and an equal employment opportunity employer.  

High School diploma or equivalent. Three to four years of customer service experience required.

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent customer service skills in person and on the phone and a helpful and friendly demeanor. 
• Strong clerical and organizational skills with the ability to multi-task and switch gears quickly.
• Strong computer skills and experience with Microsoft Office products with an emphasis in Word and Excel.
• Must have a strong ability to multitask and prioritize day-to-day responsibilities.
• Must work well under pressure and display the aptitude to make sound decisions.
• Ability to work additional hours during the busy season, including evenings and weekends.

PHYSICAL DEMANDS/WORKING CONDITIONS:

Duties are performed primarily in an office setting. Operates computer and standard office equipment, such as telephone and copier/printer. Must be able to stand, walk, sit, use hands, reach with hands and arms, stoop, kneel, crouch, crawl, talk, hear, occasionally climb or balance and lift or move (up to 20 pounds). Rare occasion for environmental exposure to wetness and humidity.

BENEFITS: 

As a full-time employee of the Florida State Fair Authority, you’ll enjoy a comprehensive and rewarding benefits package, including:

• Medical, dental, and vision insurance to keep you and your family healthy 
• Employer-paid life and disability insurance for added peace of mind 
• A 457(b) retirement plan with company match to help you plan for the future 
• Generous paid time off and holidays, so you can recharge and enjoy life outside of work 

Join a team that values your well-being both on and off the job!