King William Association – Fair and Events Director

About King William Association

The King William Association (KWA), chartered in 1967, is a 501(c)(3) non-profit organization governed by a Board of Directors and led by a professional staff. The primary fundraising event is the King William Fair (KWF). The King William Fair (KWF), an official Fiesta San Antonio® event since 1968, is a family-friendly outdoor festival with art and craft vendors, live entertainment, food and beverages, a Kids Kingdom activity area, and a quirky parade all held on the residential streets and parks of the King William Historic District. The King William Fair is held on the last Saturday of Fiesta San Antonio®. The 2024 King William Fair will be held on Saturday, April 27.

KWA promotes the health and welfare of the King William neighborhood by preserving the historic and residential nature of the neighborhood and by fostering educational, recreational, and cultural activities.

Overall Responsibilities

The KWA Events Director is responsible for the leadership and management of the King William Association’s (KWA) King William Fair annual fundraiser and other event activities in accordance with the current Board of Director’s priorities in keeping with the KWA’s Charter and By-Laws. The King William Events Director is expected to work independently and report to the Executive Director but is also accountable to the KWA Board of Directors. The Events Director is a full-time, year-round position that may require additional hours during March – May to support KWF production.

General Expectations

·        Must have a take-charge, professional attitude with the ability to lead the coordination, planning, production and administration of the King William Fair and other events as needed.

·        Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision.

·        Needs to have a love for event and project management, provide outstanding and courteous customer service, be an enthusiastic professional, and be able to build relationships with internal and external stakeholders.

·        Provide staff, KWA Board Members, general membership, and residents information and periodic progress reports regarding the status of the KWF and other KWA events as requested.

Management and Leadership

Develop, implement, and maintain systems and services necessary for a safe event, including but not limited to:

·        Review, update and implement the mission and goals of the event.

·        Supervise staff, independent contractors, and key volunteers.

·        Manage completion of monthly activities necessary to support the Fair and other events.

·        Meet with and develop sponsors.

·        Monitor event activities to ensure compliance with applicable rules, laws and regulations, satisfaction of residents and participants and resolution of any issues that may arise.

·        Lead status meetings and follow up on issues/items identified in the meetings.

·        Create preliminary budget and work to ensure timely compliance with the board-approved budget.

·        Obtain fair pricing by evaluating, selecting, and managing service providers and vendors.

·        Support staff in the updating of manual, timelines, job descriptions, maps, brochures, and support documents necessary for Fair volunteers, Department Managers, and other volunteers.

·        Supervise the recruitment, training, and evaluation of volunteers.

·        Implement the event layout plan, including set-up, security and risk management plan, and close-down operations.

 

Communication

·        Share status updates with KWA Board of Directors and general membership.

·        Respond to requests for information related to KWF and other KWA events.

·        Facilitate communication between key organizations and stakeholders (Fiesta Commission, TFEA, IFEA, City of San Antonio, property owners, etc.).

·        Notify the Executive Director of critical issues that may arise.

Administrative Duties

·        Support staff in establishing and maintaining databases of contacts (managers, vendors, artists, entertainers, etc.).

·        Assist with clerical duties as needed. Answer telephone calls/messages, reply to emails, prepare written correspondence, handle office functions such as filing, copying, data entry, mail distribution, etc. Order and maintain supplies necessary to support event activities.

·        Provide regular briefing on KWF issues, office happenings, events, meetings, etc.

·        Coordinate agenda, minutes, and financial reports for dissemination to the Board prior to scheduled meeting. 

·        Coordinate general office duties with staff.

·        Develop and maintain effective organization of KWF historical data, filing system, and archives.

Other Duties

·        Manage and support other King William Association Events such as the bi-annual Holiday Home Tour and the Annual Sauerkraut Bend 5K Run.

Qualifications

·        Excellent oral and written communication skills, including writing, proofreading skills, and speaking.

·        Excellent and professional interpersonal skills in person, in writing, and by phone.

·        Ability to manage and prioritize multiple tasks within a tight timeline and budget.

·        Fantastic customer service ethic and high expectations for quality.

·        An undergraduate degree in hospitality management, communication, or business preferred; significant work experience in project management and training can substitute for the degree.

·        Industry certification preferred. 

·        Supervisory experience required.

·        At least 3 years of experience coordinating special events and/or project management.

·        Needs to have the ability to sensitively address the needs and desires of others and be able to work calmly and accurately in stressful situations. 

·        Willing to serve on committees for other work-related organizations.

·        Proficient with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Access.

·        Social Media skills in Facebook, Twitter, Instagram, Pinterest, etc.

·        Knowledge of AutoCAD and layout/mapping programs is a plus.

Schedule

The KWA Events Director is a full-time, year-round position that may require additional hours to support event production from March to May. Flexible scheduling is available during the slower months of June through August. The Events Director must be willing to work flexible hours when needed to support volunteers and staff and to meet the requirements of various vendors and stakeholders. The Events Director must be available to attend status and board meetings. Some evenings and weekends are required.

Compensation

·        Salary range is $60.000-65.000

·        Paid time off and holidays

·        Employer sponsored health insurance, dental, vision and retirement program.

How to Apply

Please send a pdf cover letter, resume and references to Lisa Lynde, Executive Director, King William Association at:

[email protected]. Applications accepted until filled. Deadline to apply is June 30, 2023.

KING WILLIAM ASSOCIATION