Office Manager - Tri-State Fairgrounds

Full-Time • Amarillo, TX

Overview: Chartered in 1923, the Amarillo Tri-State Exposition is a 501(c)3 non-profit organization governed by a volunteer board of directors. The mission of the Expo is to help strengthen the local economy by attracting visitors to Amarillo, hosting entertaining, family-friendly events for area citizens, and supporting youth education. To accomplish these goals, the Expo operates the fairgrounds yearround. More than 85 events are held on the grounds each year ranging from local non-profit fundraisers to world championship equestrian competitions. Studies show these events contribute more than $21 million in economic impact to the area annually.

Each September, the fairgrounds transform into the largest family event in the Texas Panhandle, the Tri-State Fair & Rodeo. This signature event draws approximately 120,000 attendees over a nine-day period, generating more than $5 million each year in economic impact - none of which would be possible without nearly 300 local volunteers. Recently, the Expo has developed two additional self-produced events called the Amarillo Classic Junior Stock Show and the Western Legacy Awards Gala.

Compensation: Commensurate with skill set and experience. Other employee benefits will be dependent on criteria listed above.

Position Summary: Through consistency, professionalism, and friendliness, the Office Manager helps set the tone for the entire team. The Office Manager serves as the first point of contact for guests, volunteers, board members, and community partners, and is chiefly responsible for creating strong and lasting impressions. This role oversees daily administrative functions, including front desk operations, and ensures the office operates in a professional, organized, and welcoming manner.

The Office Manager serves as a central facilitator, supporting the CEO and other staff by coordinating administrative needs across departments and implementing processes that improve efficiency. This position helps manage the flow of information, maintaining accuracy, timeliness, and clear communication throughout the organization. The ultimate goal is to streamline daily operations while delivering top-notch customer service.

Essential Duties and Responsibilities:

• Create a welcoming, professional, and positive first impression at all times.

• Manage and respond to incoming calls, emails, and in-person inquiries with warmth, clarity, and efficiency.

• Oversee inbound and outbound mail, office supplies, shared spaces, and general administrative logistics to ensure smooth daily operations.

• Maintain accurate records of board members and volunteers; assist with board dues tracking, volunteer applications, liability waivers, and other information as directed.

• Support the CEO and other staff with presentations, travel arrangements, meeting coordination, invoice processing, proofreading, and formatting documents as needed.

• Integral part of the Tri-State Fair & Rodeo coordination, including volunteer communication, credential distribution, scheduling assistance, recognition items, and other event-related administrative needs.

• Proactively identify and implement improvements to office procedures and organizational systems.

• Perform other duties as assigned in support of the mission.

Training, Knowledge, and Skills:

• Any combination of education, experience, and training which provides the knowledge and abilities necessary to perform the work.

• Professional demeanor with excellent written and verbal communication skills, including the ability to build trust with staff, board members, volunteers, and community partners.

• Strong organizational skills with the ability to manage multiple projects and priorities simultaneously while meeting deadlines.

• High level of proficiency with standard office software (Microsoft Office or similar platforms) and willingness to learn and maintain volunteer database

• Bilingual in English and Spanish preferred but not required.

• Familiarity with event-based organizations or nonprofit environments preferred; knowledge of agriculture, fairs, livestock, or rodeo industries is a plus, but not required.

Personality Traits

• Welcoming – Has a genuine desire to make every guest, volunteer, and board member feel valued and respected

• Organized – Maintains strong attention to detail and ensures tasks, records, and deadlines are handled accurately and efficiently

• Proactive – Anticipates needs and can identify improvements without waiting to be asked

• Mission-Driven – Takes pride in their role and demonstrates enthusiasm for supporting the mission and long-term success of the organization

• Humble – True team player who reflects the organization’s values of Connect, Grow, and Serve.

Special Qualifications

• Available to work extended hours on-site every day in September, including weekends

• Mandatory attendance of certain special events; i.e. Annual Meeting, Western Legacy Awards, Amarillo Classic Junior Stock Show

• Valid Texas driver’s license and ability to operate a motor vehicle as needed

• Must successfully complete a background investigation

• Able to perform the essential functions of the position, with or without reasonable accommodation, including communication by phone and in person, preparing written materials, and operating standard office equipment.

Inquire about Position

Email brady@tristateexpo.com with resume and cover letter or call the office at 806-376- 7767 with questions.