Marketing Administrative Coordinator

Primary Objective

Assists the Vice President of Marketing by providing administrative and operational support and acting as the liaison between the leisure and meetings & conventions marketing teams with both internal departments and external entities.

Areas of Accountability

Administrative

  • Provides primary administrative support to Vice President of Marketing and department Directors as well as supports the department as needed which includes answering phones, typing, routing correspondence and distribution of approvals as required, copying, shipping, scheduling meetings/meeting rooms, setting up room for internal/external meetings including food and beverage and AV needs, monitor team general email box.
  • Works closely with VP of Marketing and team on projects as assigned and provides both routine as well as complex administrative support, including both research and analysis of information as needed. Pre-populate recurring reports for directors and VP. Follows up on any necessary items to ensure completion. Maintains current project files. 
  • Monitors and maintains VP of Marketing’s Outlook calendar and schedules meetings with staff members, community organizations, partners, etc. Creates and confirms various internal and external appointments/meetings including preparation and distribution of correspondence and agendas, room reservation and set up, arrangement of food and beverage, A/V and other needed supplies/materials. Updates calendar daily to avoid conflicts.
  • Coordinates VP of Marketing’s travel schedule and itinerary as well as subsequent team members, agencies and representatives as needed. Including securing flight information, hotel accommodations, ground transportation, etc.
  • Processes expense reports accurately and timely for VP of Marketing and department Directors.
  • Serves as backup to the Executive Assistant/Marketing Operations Manager and provides administrative support to the CMO as needed.

Operational

  • Create and submit expense reports for the VP of Marketing and all Directors in a timely and accurate manner. Ensure all expense reports adhere to company policies and include appropriate documentation. Submit invoices coded correctly for payment.
  • Requests, reports, and monitors changes or issues in the JIRA ticket system for resolution.
  • Serves as Simpleview point of contact for the team.
    • Coordinates additional Simpleview training for the team as needed. 
    • Manages contacts within Simpleview’s Marketing Department module.
    • Assists teams events/productions/sweepstakes entry within Simpleview’s Marketing FAMS module
  • Assists in the management of promotional inventory including adding new items, monitoring stock levels, etc.
  • Processes the onboarding of any new hire employee access profiles, schedule of introductory meetings and trainings as well as exit checklist processing for those leaving the team/company via a Helpdesk ticket.

Additional Areas of Accountability

Scope of work may involve communications, projects and presentations dealing with very complex, sensitive, and confidential issues. Maintains high level of confidentiality.

  • Assist the Director of Marketing, M&C with convention co-op reports are sent out bi-annually, including mid-campaign report and final report.
  • Assist the eCRM Manager with leisure co-op reports and member ad approval including Fall, Summer, Winter & GroundTruth Campaigns, as well as ongoing eNewsletter reports. Reporting includes domestic, Florida promoted & Florida sponsored and are drafted and sent to participating members monthly. Assist eCRM Marketing Manager with review/proofreading/ideation of Ad Creative/copy included in each eNewsletter.
  • Assists in the creation and maintenance of team PowerPoint presentations for internal and external community and marketing presentations.
  • Ensures protection of the Orlando and Visit Orlando brand.  Serves as a Brand ambassador.
  • Ensures own work area is maintained in a safe and clean manner.
  • Performs other accountabilities and projects as assigned. 

Supervision of Others

None

Qualification Requirements

EDUCATION AND/OR EXPERIENCE

One year certificate from college or technical school; plus, two to five years related experience; or equivalent combination of education/training and experience. 

COMPUTER SKILLS

50cwpm, intermediate or higher level of proficiency in MS Word, Outlook, Power Point and Excel. Some database experience preferred. 

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of the organization.  

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

PHYSICAL DEMANDS

The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 35 pounds and occasionally lift and/or move up to 50 pounds.  While performing the duties of this job the employee is required to stand; walk, sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb or balance, stoop, kneel, crouch or crawl; talk or hear.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. 

WORK ENVIRONMENT

The environment for this job is typical for an office and does not result in exposure to conditions outside of the normal office environment.


The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements and does not imply a contract.

If you would like to apply, please send your resume to anne.watkins@visitorlando.com


About Us

Visit Orlando Mission and Core Values

Our mission is to inspire, promote and grow global travel to Orlando for economic and community benefit. Our Core Values are: (1) WE INNOVATE: We are free to be curious and to create what we imagine. We go beyond delivering what works, we deliver what’s next; (2) WE TRUST: We are stewards of the resources and experiences entrusted to us. We show up for each other and our community. Trust is our currency; (3) WE WELCOME: We are diverse by nature and inclusive by choice. Everyone belongs here; (4) WE SERVE: We are dedicated to serving our community and each other. Service is our superpower; (5) WE “ORLANDO”: We create moments that matter and have a blast doing it! Fun has no height restrictions.