2101 Clark Street
Covington, GA 30014

Special Events & Tradeshow Assistant

Georgia Wildlife Federation
Job Description
Reports To
The Special Events & Tradeshow Assistant will report to Sportsmen’s Programs Manager.

Job Overview
This part-time (3 day/week) position handles invoicing, payment collections and customer support for
Tradeshows and all Special Events. In addition, this position provides support to the Executive

Responsibilities and Duties
 Special Event Attendee and Tradeshow Vendor contact:
Input and maintain records/payments in the database
Create and email contracts and invoices
Contact/follow-up to obtain payments as necessary
 Attend all special events (dinner/auctions, clay shoot, etc.) and tradeshows
Maintain materials required for each tradeshow/event (supply totes).
Tradeshows – register all vendors, obtain payments.
After tradeshow – input/update all vendor payments.
Process Prize Slips, i.e., enter on excel

Special Events – process payments for attendees and auction related sales
After event – input/update all payments. Process attendees, i.e., enter into database
Auctions – prepare silent and verbal auction sheets, table cards and program
Attend all other events as required (clay shoots, etc.)
 Email notification
Send out emails for tradeshow and volunteers
 Membership
Input and maintain Georgia Wildlife Federation member records/payments
Assist with mailing membership renewals
Create and mail Thank You letters
 Support Executive Assistant
Process bills/prepare spreadsheet for accountant.
Process bill payments when returned from the accountant.
Open and process incoming mail
Assist with paperwork and accounting following tradeshows and special events
 General Office Duties
Assist with phone coverage
Check mail and lobby phone messages
Coordinate with Staff for 5 day office coverage

Assist with Board Meetings/Special rental events (serving food, etc.)
 Education level – High School Degree or higher
 Experience – general office administration.
 Specific skills:
Data entry – inputting and updating records/payments
Microsoft Office (Word, Excel, Mail Merge, and Publisher)
Outlook (Email)
Customer Resource Management (CRM) -- DataBank
Process credit card payments
Accounting knowledge
 Personal characteristics
Multi-task oriented
Deadline/goal oriented
Detail oriented
Ability to work independently as well as being a team player
Some overnight travel required
Contact Information