Assistant Director

To apply for our Assistant Director position please send your resume and a cover letter explaining why you want to work for the Wildflower Festival and how your skills and experience will help us carry out our mission to michelle@cbwildflower.com

Assistant Director Job Description

The Wildflower Festival Assistant Director is responsible for helping produce and organize the Festival. This is a year-round, half-time, salaried position. Salary commensurate with experience. Requires exceptional people and communication skills, organization, patience, and sense of humor.

Administrative Management/Customer Support

  • Communicate with public: answer phone, mail, e-mail, and social media inquiries.
  • Assist with participant questions about Festival/pointing them to other appropriate resources if needed (lodging, Chamber, CBMR, Music Festival, etc.)
  • Learn and utilize our Event Management Software to manage customers, event registrations, merchandise orders, and refunds
  • Prepare and ship online merchandise orders
  • Manage online waiver and liability system (waiverforever.com) before, during, and after Festival
  • Perform regular website updates (WordPress)
  • Train and oversee duties of Customer Care Specialist

Event Site Management

  • Plan, set-up, and maintain Festival site (check-in area, boutique-including consignment, information table, waiver station, etc.)
  • Oversee creation of all event rosters (completed day-before events)
  • Manage boutique and event transactions during Festival via Square, online event management software, and cash
  • Communicate event changes with workshop leaders and participants
  • Ensure availability and proper working condition of all necessary materials for the Festival (Tech: iPads, computers, projector, square readers, internet hot spot; Print Material: Program Guide, Self-Guided Hike, Garden Tour Brochures, plant lists, volunteer resources, Handy-Dandy Guides, Festival Schedules)
  • Oversee creation of name tags and welcome packets for Board members, workshop leaders, and volunteers
  • Send thank you notes to workshop leaders and BOD after the Festival
  • Oversee stocking and monitoring of kitchen (food, drink, clean-up) for Board members, volunteers, and workshop leaders during the Festival

Staff/Volunteer Recruitment & Management

  • Recruit, interview, hire, train and supervise Festival Assistants in customer support procedures and boutique management
  • Manage internship documentation when needed
  • Recruit and schedule all Festival volunteers (Signup.com). Coordinate volunteer benefits, track hours worked, and send thank you notes post-festival
  • Assist in planning and execution of the Garden tour. (contacting/planning with homeowners, developing Garden Tour Pamphlet and Map, and updating/installing Garden Tour signs)
  • Assist in planning and coordination of wildflower identification training for all Wildflower ID guides, develop schedule with trainer and obtain necessary handouts
  • Document processes and timeline for volunteer recruitment and training

Marketing Management

  • Maintain active, engaging social media presence (Facebook, Instagram); including paid promotional ad campaigns; increase Twitter presence
  • Manage Etsy account (storefront, inquiries, purchases)
  • Maintain presence on Pinterest; include up to date merchandise and featured publications
  • Create regular Mail Chimp email blasts (scheduling their delivery, content)
  • Create, distribute, and analyze online survey to Festival participants after the Festival
  • Oversee press releases to Gunnison Times & CB News

Membership Management

  • Work with ED to review memberships & benefits yearly
  • Develop, implement and track Membership Drive
  • Process all incoming memberships and manage membership database
  • Oversee delivery of all thank you/tax exempt letters and member benefits (posters, ID Hike/Garden Tour credit, t-shirts, calendar, event credit)
  • Design member print communications (member & member renewal letters, holiday card, member party invite)- Canva & In Design
  • Send personalized thank you cards to all high-level members ($250 and up)
  • Create, send, and manage online invite for Member Appreciation Party RSVP
  • Plan, organize, and manage Member Appreciation Party
  • Create member specific e-blast communications
  • Manage Member Registration (communications, registration assistance, customer service, etc.)

Sponsorship Management

  • Assist in recruitment and renewal of local community sponsors
  • Manage all sponsor agreements via promotion on social media, in e-blasts, on website, in marketing material, in Program Guide, and on Sponsor Banner

Boutique Management

  • Select boutique merchandise, place orders with vendors, collect and price merchandise, collect and organize invoices
  • Manage boutique budget
  • Collaborate with RoShamBo, Pat’s Screen Printing, and Off Center DeSigns for Festival t-shirt and hat design, printing, and embroidery
  • Manage consignment artists (recruit, manage communications and contracts, organize check in/check out of inventory, submit consignment invoices post-Festival)
  • Set up and arrange boutique merchandise and consignment areas at the Festival
  • Complete inventory of remaining boutique merchandise after the Festival
  • Document processes for Boutique Management and Merchandising

Graphic Design

  • Create Program Guide in InDesign (complete with sponsor ads, photo contest and poster contest ads, event information, FAQs, general festival info, photo contest winners, poster artist, etc.)
  • Update and design Festival handouts (Preservation campaign & Self-Guided Hike)
  • Design brochure/map for Festival Garden Tour
  • Design marketing materials to promote the photo and poster contests
  • Design rack cards, promotional brochures, and promotional posters
  • Create Festival ads featuring Festival events and workshops for CB News
  • Design and manage Festival ads for local publications (Arts Advisor, Summer Visitor’s Guide, etc.)
  • Work with Sign Guys & Gals for Festival Banners

Other Duties (include, but are not limited to)

  • Organize the Photo Contest (promote before, during, and after the festival, organize entries, recognize winners on social media, ship prizes)
  • Organize the Poster Contest (promote before, during, and after the festival, organize entries, communicate with all artists, assist in final design, announce on social media, website, e-blasts, etc.)
  • Manage photo library with images that the Wildflower Festival can utilize
  • Organize Farmer’s Market efforts

Qualifications:

  • Bachelor’s degree in related field (or senior status, graduating in 2020)
  • Experience with event planning and administration with a track record of excellent organizational, written, and verbal communication skills
  • Demonstrated ability to manage projects and people
  • Proficiency with MS Word, Excel/Google Sheets, and Dropbox/Google Drive
  • Experience managing social media and email communication platforms
  • Experience with CRM software, WordPress, and Adobe InDesign
  • Increased availability during June and July (30+ hours/week)