Office Manager & Executive Assistant to the CEO

Summary

Description

The National Western Stock Show is in search of a detail-oriented, highly motivated professional to join our team as the Office Manager & Executive Assistant to our new President & CEO, Wes Allison.

Overview

The Office Manager & Executive Assistant to the CEO is responsible for supporting the National Western, most notably its President/CEO, through the management of tasks including but not limited to maintaining schedules, drafting, revising, & sending communications, coordinating meetings & events, and overseeing the Reception function. This position plays a key role in Board of Directors meetings, maintains the Executive Office, and sits on the National Western International Agribusiness Committee.

The ideal candidate has a background in administrative/office management work with strong written and verbal communication skills. This individual is a proven multi-tasker and can manage various tasks and customers at one time while maintaining a calm, positive, and professional demeanor.

Reports to: President/CEO

Roles & Responsibilities

Office Manager Responsibilities

• Hires, trains, schedules, and supports all Receptionists, both in year-round and seasonal positions.
• Selects, trains, schedules, and supports Executive Office Interns during Stock Show season.
• Maintains all front office machines, scheduling repairs and maintenance as needed.
• Places monthly office supply orders for staff members.
• Maintains phone lists, updating as needed. Maintains main line voicemail recording and manages phone menus in conjunction with the IT Department.
• Maintains lost and found records; assists callers with locating their lost items whenever possible.

Executive Assistant Responsibilities

• Maintains President/CEO’s calendar; schedules/reschedules meetings and engagements as needed.
• Maintains contact sheets for all members of the Board of Directors and Assistants. Communicates meeting notices. Coordinates details and prepares all necessary materials for meetings of the Board of Directors.
• Prepares and maintains minutes for Board of Directors meetings and other meetings as necessary.
• Prepares presentations for President/CEO as directed.
• Coordinates details and manages invitation lists for executive events during Stock Show. Oversees the tracking and dispersal of tickets to the President’s Box and CEO section.  Communicates with other local Executive Assistants to ensure that Stock Show VIPs receive invites, tickets, and parking passes for VIP, CEO, and President’s Box seats.
• Collects/writes scripts for special guests at rodeo performances.
• Hosts guests on behalf of the President/CEO in the President’s Box.
• Prepares purchase orders for the President/CEO’s expenses and for all executive office items.
• Maintains files, both physical and electronic.
• Prepares annual department budgets; reviews with Accounting Department monthly.
• Works with the President/CEO as a valuable support service and idea generator to help grow the National Western Stock Show.  

International Agribusiness Responsibilities

• Coordinates on-site details of International Livestock Forum.
• Works with National Western International Agribusiness Committee to ensure a large group of ILF sponsors and room ambassadors commit to each Stock Show.
• Coordinates travel reimbursements for ILF Student Fellows with CSU rep.
• Works with Volunteer Coordinator to ensure NWIAC room is appropriately staffed during Stock Show. 

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.

Skills & Abilities

• 3-5 years’ experience in office management, executive assisting, or similarly related field.
• Strong computer skills, including familiarity with Word, Excel, PowerPoint, and database management.
• Ability to manage multiple tasks with a high degree of detail.
• Superior written and verbal communication skills with exceptional attention to detail.
• Achievement-oriented and confident.
• Prior experience collaborating successfully in a team environment.
• Creative, flexible, and innovative.
• “Rides for the Brand” – is dedicated to NWSS’ Vision, Mission, and Values.

Physical Demands

National Western Complex is a multi-purpose indoor and outdoor commercial and agricultural complex where dusty conditions and animals may exist. While performing the duties of this job, work is performed both indoors and outside in all weather conditions, including extreme cold, snow, wind, and rain, on varied surfaces.

In this role, individuals will experience prolonged periods of sitting at a desk and working on a computer. Incumbent must be able to lift 15 pounds and access/navigate the National Western Complex in its entirety, with or without reasonable accommodation.

Scheduling Requirements

While the schedule for this position is primarily Monday-Friday 8:00am to 5:00pm, there will be certain occasions in which early morning, late evening, weekend, or holiday availability will be required to perform the essential functions of this position.

Like almost all NWSS team members, this position will need to be on-site every day during Stock Show, typically for 12-16 hours at a time.

Compensation & Benefits

• This is a full-time salaried/exempt position.
• Base compensation will range from $70,000.00 to $80,000.00 annually, dependent on relevant experience.
• Full-time employees qualify for partial paid Medical, Dental, and Vision; family coverage is available at group rates.
• Voluntary benefits including Accident, Critical Illness, Short-Term Disability, Hospital Indemnity, and pet insurance available at discounted rates.
• 100% paid Long-Term Disability and Voluntary Life Insurance.
• Paid sick leave and vacation time.
• Upon meeting plan qualifications, a competitive 401(k) retirement plan is available with up to 7% matching.

WSSA/NWSS is a drug & alcohol-free employer with a zero-tolerance drug policy, including marijuana. 

WSSA/NWSS is an equal opportunity employer and values diversity.

Anticipated Job Posting Close Date

05/16/2025; open until closed.

All offers are contingent on the successful completion of a criminal background check.