Destination Sales and Services Assistant

SUMMARY: 

Under general direction of the Destination Services Manager will plan and implement convention services provided by Arlington Convention & Visitors Bureau (CVB) for assigned convention groups including pre and post-convention functions for all conventions and meetings.  

Provides full administrative support for business presented through Arlington Tourism Public Improvement District (ATPID) incentive applications.  Assists with assigned projects associated with Convention Sales.

Compiles and prepares statistical reports, gives information to callers, and otherwise relieves management staff of clerical work and minor administrative and business detail by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITES:

Include the following; compliance with the employee handbook is also required.  Other duties may be assigned.

Commit to fostering the ACVB TEAM first environment and our culture, by following our core values: we own it (commitment), we lead (Strategic), we win (Results-Driven) and we celebrate (Passionate).

Plans, develops and promotes Destination Marketing Organization (DMO) services for various organizations and marketing partners through presentations, client meetings, pre and post conference meetings, site inspections, special events, social platforms, attendance promotions and on-site visits.

Plans, schedules and implements various group services including entertainment, tours, speakers, off-site event coordination, attendance builders for conventions and meetings.  Maintains liaison with meeting planners and service providers to ensure success of conventions/meetings and adheres to the Department’s Services Policy for servicing meetings.   Prepares and gives presentations to hotel personnel on services provided by Arlington CVB.  Participates and assists with coordination of Familiarization (FAM) tours and other events as needed.  

Create and distributes documents and materials to clients as needed, such as brochures, partner alerts, restaurant coupons, gift bags, and similar items.

Become Subject Matter Expert in use of Bureau’s Customer Relationship Management (CRM) system and serve as backup system administrator.

Inputs appropriate data into CRM to facilitate tracking of incentive applications and payment requests. Organizes and expedites flow of data through the CRM that contributes to a seamless communication system for ACVB and partner.

Assist in preparation of regular reports around ATPID incentive performance.

Prepare meeting rooms as needed.

May perform other related duties as required.

SUPERVISORY RESPONSIBILITIES:

There are no supervisory responsibilities assigned to this position.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

Two years of college plus three years experience or any related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Skill in communicating instructions to others.  Must be able to communicate, both in person, by email and by telephone in a clear, concise manner.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.

REASONING ABILITY:

Ability to exercise discretion, and independent judgement, utilizing knowledge of the organization’s policies and personnel.  Ability to maintain confidentiality, with frequent access to highly confidential information and files.

OTHER SKILLS and ABILITIES:

Type 50-60 wpm.  Knowledge of office and secretarial practices and procedures,  skill in communicating instructions to others, ability to work independently under general instructions,  two years computer experience and word processing.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands to finger, handle, or feel objects or controls, and talk or hear.  The employee frequently is required to reach with hands and arms.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee occasionally works with or near moving mechanical parts (postage machine, binder equipment, printer, copier and facsimile equipment).

The noise level in the work environment is usually moderate.

Occasional weekend and evening hours are required.

Must be able to travel 10% or as required.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.

Equal Opportunity Employer