dallas convention & visitors bureau


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POSITION DESCRIPTION Administrative Assistant Experience ABOUT VisitDallas VisitDallas is an independent, not-for-profit organization comprised of professionals serving as the sales and marketing arm for Dallas. Our mission is to promote Dallas as the ideal business and leisure destination to the regional, national, and international marketplace, and to favorably impact the Dallas economy through conventions and tourism. Our efforts have significantly increased awareness of Dallas locally, nationally, and internationally, and have resulted in Dallas being recognized as one of the top convention destinations in the nation and the number one visitor destination in the state of Texas. SCOPE The Administrative Assistant is responsible for assisting Sr. VP/Chief Experience Officer in the maintenance of the database as well as any administrative functions for the experience department to ensure an effective and efficient operation. RESPONSIBILITIES A. Assist Sr. VP/Chief Experience Officer with administrative responsibilities for the experience department to assure workflow and project coordination; B. Input data and set-up dues structure of new Corporate Partners/members accounts/prospects (including publications category and website description); C. Maintain membership database to insure accuracy for publications and website, including photo resizing; reviewing and inputting member updates, and extranet training; D. Assist with servicing of corporate partner accounts; E. Assist with partner experience events and programs through registration program in CRM, arranging for nametags, and registration at events; F. Serve as recording secretary for the Partner Experience Committee and prepare minutes and material required for Executive Committee and Board approval; G. Handle membership leads and referrals through partner line and internet inquiries; H. Handle accounting activities for department as directed (Fresh Books, check requests); I. Coordinate telephone coverage for department; J. Coordinate activities and meetings within the Experience Division including weekly meetings and any other meetings on behalf of the division as directed; K. Coordinate Services Awareness Group (SAG) meetings every quarter with Associate Director of Client Experience; L. Enter in-kind for SAG meetings in CRM; Updated April 23, 2018

M. Handle all self-contained Post Convention Reports; N. Enter all Post Convention Reports in MINT; O. Create Hotel Maps for citywide groups; P. Enter Meeting Planner Surveys in spreadsheet; Q. Update Documents such as dining map and special event venues as needed; R. Welcome Program support; S. Handle Service Requests; T. Run Services Reports as needed; U. Create files for Services Definites; V. Assist Client Experience Manager’s with site visit agendas and resumes; W. Perform other duties as assigned by Director of Client Experience; X. Coordinate with Senior Experience Project Manager on assisting with project administrative duties.

SUPERVISION This position reports directly to the Sr. VP/Chief Experience Officer PREFERRED KNOWLEDGE/EDUCATION Education - College degree preferred. Experience - Candidate must have at least 5 years’ administrative experience. Specific Skills – • Robust communication skills (written and oral). • Creative and cognitive thinker. Deliver exceptional internal and external customer service. • Solid computer skills in database management, word processing and windows-based software. • Ability to adapt and respond to changing priorities. • Ability to maintain a positive and professional work attitude with peers, colleagues and customers. • Prefer a candidate that has planned, designed, and produced events while managing all project delivery elements within time limits. • Achiever, Arranger, Learner, Positivity, Relator

Status: Non-Exempt, Full-time Send Resume and compensation requirement to: Nichole Robb Email: [email protected] __________________________________ Signature

______________________ Date

_________________________________________ Print Name Updated April 23, 2018