Event Assistant and Finance Co-ordinator
We are looking for an event administrator and financial administrator. This position will report to and support the Event Manager. Tasks will be varied but the role will have a focus on trade administration, keeping control of the finances and ensuring the smooth delivery of a successfully Wanaka A & P Show annually.
We are seeking someone with an open mind that is happy to contribute to innovative ideas and incorporating new ways to achieve our outcomes most effectively.
Requirements for this exciting role:
- Event Experience preferred but not a requirement.
- Excellent organisation and administrative skills
- Previous financial and administrative experience will be necessary.
- Excellent computer literacy (Microsoft office suite, Excel, website entry) and event software knowledge (Xero, Humanitix, Capsule)
- Ability to work flexible hours. Shorter hours over the off period and longer hours will be required as the event unfolds.
- Team player and ability to cultivate effective working relationships with event team leaders.
- Problem solving and initiative-taking mindset.
- Experience working in a fast-paced environment with a diverse range of tasks
- Excellent written and verbal communication skills, including the ability to communicate effectively at all levels of the business
- Able to work autonomously and manage your workload if need be.
- Has a ‘can do’ resilient, positive outlook and works well with others.
For more information email: info@wanakashow
Applications Close: 10 June, 2022
Hours: 0.5 FTE workload varies throughout the year
Days of Work: Tuesday – Thursday
Place of Work: Showgrounds Office, Wanaka
Send CV to: info@wanakashow
Reports to: Event Manager
Hours: Approx. 1000 hours per year
(Approximate 16 hrs p/w for 38 weeks, increasing to 40 hrs p/w for 10 weeks in February and March).
Position Description
Tasks & Responsibilities (not limited to)
Financial
- Processing and reconciliations of debtors/creditors invoices and statements
- Follow-up all outstanding invoices prior each month.
- Banking and bank reconciliations and online payments ready for authorisation
- Preparations and filing of GST returns on a two monthly basis.
- Payroll processing and filing of PAYE returns
- Complete a Monthly Financial Report each month using the Society’s reporting template.
- Consult with EM and Livestock Manager to set section budgets
- Ensure Charities Commission status is current and updated as necessary
Trade Services
- Maintain and update trade exhibitor’s database and make available to media as required.
- Produce Trade Information Packs
- Plan grounds layout Trade Sites in conjunction with EM
- Ensure Trade Exhibitors are H & S compliant.
- Organise all trade staff
- Organise with EM printing of maps, hazard maps and necessary signage.
- Prepare information for monthly newsletter and social media to trade
- Consult with Electrical Supplier and coordinate all power requirements
- Consult with EM re security and marquees third party contractors
- Coordinate all compliance issues, including liquor, food, and sideshow amusement legislation, and QLDC requirements
- Consult with EM to combine sponsors with trade where necessary
- Organise Awards and Functions as necessary
- Communicate (in conjunction with event manager) with trade site holders to keep them informed of expectations of the Society while exhibiting at the show.
- Monthly Reports
- Support EM as required.
