[Seasonal] Guest Experience Administrator

Description

[Seasonal] Guest Experience Administrator

National Western | Denver, CO

About National Western

We are National Western—an organization rooted in more than 120 years of history and driven by a mission to strengthen American agriculture through education, youth development, and community connection. We are stewards of the Western way of life, grounded in the values of courage, pride, integrity, grit, and loyalty. Each January, we bring this mission to life through the legendary National Western Stock Show—one of the world’s premier Western lifestyle, rodeo, and livestock entertainment events—welcoming hundreds of thousands of guests from across the globe. Beyond the Stock Show, we operate The Legacy, a world-class, year-round destination for events, experiences, and cultural connection in the heart of Denver. We are more than an event—we are a brand that lives at the intersection of heritage and culture, shaping how Western lifestyle shows up in the modern world.

Position Overview

This position works closely with Event Operations, Parking, Guest Services, Transportation, and Security, so a well-rounded team player who can work with different personalities and provide exceptional client service is critical. This person will demonstrate a continuous effort to improve operations, streamline work processes, and work cooperatively and jointly to provide service. This position will work closely with the Senior Director of Guest Experience on administrative tasks.

Reports to: Senior Director of Guest Experience

Roles & Responsibilities The Guest Experience Administrator is primarily responsible for ensuring the timely and accurate completion of all departmental administrative tasks. This position will be expected to act in a managerial capacity as needed when the department’s Director or Managers are not available.

Administrative Support

• Answer and direct incoming phone calls and check voicemail messages daily
• Manage multiple email inboxes and support staff by prioritizing responses or forwarding to other staff as needed
• Greet staff, guests, vendors, and partners professionally and courteously at all times; support the lobby receptionist as needed with visitors for staff
• Manage departmental administrative tasks, such as purchase orders, event calendars, and scheduling tools.
• Process invoices and checks for company accounts as directed by the Accounting Department
• Provide administrative support to team members across departments as requested
• Present a consistently helpful, professional, and friendly demeanor to staff, vendors, and guests
• Responsible for maintaining and approving timekeeping records through HRIS, including monitoring and logging daily check-ins and check-outs, reviewing and making corrections to cost centers, and confirming daily punches.
• Ensures comprehensive filing systems are maintained and up-to-date.
• Facilitates incident reporting and documents distribution as needed.
• Perform other duties as assigned

Guest Experience Support (Security, Parking & Transportation Support)

• Complete, submit, and track permits for transportation and security through city and state agencies as needed
• Develop Stock Show signage for use in the security, parking, and transportation departments, tracking requests from multiple departments
• Manage and monitor inventory, and recommend when items may need to be reordered
• Complete and distribute accurate meeting minutes for large meetings the Sr. Director of Guest Experience must attend
• Support the creation of staff schedules for pre-stock show and stock show events
• Distribute all stock show radios, and manage the process for missing or broken radios, and the replacement of said radios

Events Support

• Coordinate client meetings and site walk-throughs and gather all pre-event details, including client needs, requests, and objectives
• Support the planning and execution of events from start to finish as they relate to guest experience
• Coordinate client meetings and site walk-throughs, and gather all pre-event details, including client needs, requests, and objectives.
• Serve as a primary point of contact for clients and event support teams.
• Collect and organize event information and prepare detailed event documents for the Event team.
• Coordinate event setup and teardown, including load-in and load-out activities.
• Manage event-related administrative tasks, including insurance and permitting compliance.
• Communicate and coordinate with third-party vendors, including security, décor, catering, A/V, and other vendors.
• Enforce company policies, procedures, and regulations for events and vendors.
• Build and maintain positive working relationships with clients, teammates, vendors, and partners through professionalism, collaboration, and accountability.
• Coordinate with campus partners to facilitate seamless execution of events campus-wide.
• Assist WSSA staff in the coordination of internal events.
• Support Stock Show special events and other organizational events as assigned.

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.

Requirements

Skills & Abilities

• High School Diploma/GED
• 2–4 years of administrative or office support experience
• Experience supporting senior leadership preferred
• Strong organizational and time management skills
• High attention to detail and accuracy
• Proficiency in Microsoft Office Suite and CRM/database systems
• Strong written and verbal communication skills
• Ability to handle confidential information with discretion
• Customer-service mindset with a positive, team-oriented attitude

Key Competencies

• Professionalism and discretion
• Strong follow-through and accountability
• Ability to manage multiple priorities
• Problem-solving and initiative
• Collaboration and team-oriented

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. 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.

Seasonal Position: This is a temporary seasonal position with an anticipated end date of 01/29/2027. Employment may end earlier or be extended based on operational needs.

Compensation & Benefits

• This position will be scheduled for around 40 hours per week
• Like almost all NWSS team members, this position will need to be on-site every day during Stock Show (January 9th-24th), with shifts up to 8-12 hours per day.
• Compensation for this position is $22.00-$25.00, depending on education/experience.
• Paid sick time is offered at a rate of 1 hour for every 30 hours worked.

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

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

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

Posting Close Date

11/17/2026; open until filled