Visit Orlando is now recruiting for a full-time Sales and Services Senior Administrative Assistant. The Sales and Services Senior Administrative Assistant provides clerical support for the Senior Vice President of Sales & Services and the Vice President of Sales Operations. Acts as department liaison with both internal and external sources as needed to ensure effective communication.

 

MAJOR AREAS OF ACCOUNTABILITY:

  • Prepares and/or composes general correspondence and memos. Compiles information and creates charts, tables, graphs, presentations, etc as needed. Proofreads copy for spelling, grammar, and layout and makes appropriate changes. Is responsible for accuracy and clarity of final copy for SVP's or VP's approval. Maintains highest level of confidentiality.
  • Manages extensive travel arrangements for SVP and VP including air, hotel, ground transportation, directions and all other travel logistics. Completes and submits related expenses. Reconciles corporate credit card account as required.
  • Acts as liaison between SVP & VP and outside contacts, other departments and/or employees within Visit Orlando to ensure effective and timely communication (i.e. to provide, gather or follow up on requested information).
  • Maintains and fosters positive working relationships with internal and external customers including top level executives with largest clients, members, partners and other community business leaders.
  • Responsible for scheduling and coordinating various internal and external meetings. Includes preparation and distribution of correspondence and agendas, room reservation and set up, arrangement of food and beverage, A/V and other needed supplies/materials.
  • Utilize Salesforce to assist the team in achieving their objectives. Pull funnel reports, sales summaries, and forecasting reports from SalesForce for SVP & VP to use for team projections.
  • Creates onboarding schedules and manages new hire checklists for new team members of the Convention Sales & Services department. Also, trains new and existing team members on the expense report and travel booking systems.
  • Acts as a back-up for the Sales & Services Operations Manager by being the go to person for the sales & services support team for process and procedural questions.
  • Provide information to assist in the management of financial operations in a diligent manner and communicate to leadership program variances from the annual budget and forecast. Also, assist in the monthly financial reconciliations and yearly budget meeting preparation.
  • Attends meetings as requested including the Citywide Task Force & Convention Hotel Sales/Marketing meetings. When required, records minutes of the meeting, prepares minutes for review by SR. VP or VP and distributes as directed. 
  • Coordinates and maintains the SVP's & VP's extensive calendar, often managing competing demands for scheduling using Outlook. 
  • Works with the SVP to compile and prepare information for presentations to the Board of Directors, ensuring accuracy, appropriate format and meeting report deadlines. 
  • Collects and processes all invoices, purchase orders, expense reports, time sheets, travel and
    amenity requests for SVP VP approval. Circulates and/or distributes departmental information, financial forms, etc. within the SR. VP's span of management responsibilities as well as to other departments as directed.
  • Assists SVP and VP with preparation of departmental budgets, strategic business plans, sales forecasts, goals, KPI reporting as well as special projects.
  • Collect, edit, and email biweekly department report, weekly OCCC attendance, and quarterly board highlights report to CEO.
  • Answers the SVP's & VP's telephone in a professional manner ensuring that all calls are handled properly. Takes messages and assists callers with problems, questions, etc. wherever possible. Screens calls in an appropriate manner while ensuring a good rapport maintained.
  • Ensures own work area is maintained in a safe and clean manner.
  • Performs other accountabilities and projects as assigned.

 

QUALIFICATION REQUIREMENTS:

 

EDUCATION AND/OR EXPERIENCE:

 

Associates degree (A.A.) or equivalent from a two-year college or technical school, plus a minimum of five to seven years executive administrative support to senior level executive position; or equivalent combination of education and experience.

 

COMPUTER SKILLS:

 

50 cwpm, high level of proficiency in MS Word, Outlook, Power Point and Excel. Some Access or other database preferred.

 

LANGUAGE SKILLS:

 

Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization. 

 

EEO

 

APPLY NOW

Email your (Word, PDF) Resume to: human.resources@visitorlando.com    

    OR

Fax your Resume to: (407) 370-5006