Sales Administrative Assistant

To Apply: Send your resume to HR at hr@arlington.org with the subject line Sales Administrative Assistant.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed in this position and is not all-inclusive of every job function. Position may be required to perform position-related tasks other than those specifically listed in this description. 

SUMMARY: 

Performs full administrative support of a responsible, and confidential nature for the Senior Vice President of Sales, Director of Tourism and assigned Sales Managers.  Provides implementation of destination services offered by the Arlington Convention & Visitors Bureau (CVB) for leisure and tour groups and events. 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 RESPONSIBILITIES:

• Compliance with the employee handbook is required.  Other duties may be assigned.
• Assists Vice President of Sales and Sales Managers/Directors in preparation for and coordinating details and arrangements of tradeshows, exhibits, sales calls and trips, familiarization tours, site visits, events, and similar activities.
• Become Subject Matter Expert in use of Bureau’s Customer Relationship Management and serve as backup system administrator.
• Plans, schedules, and implements various group services including entertainment, tours, speakers, off-site event coordination, attendance builders for Leisure groups and events, such as family reunions. 
• Maintains database of national/international tour operator accounts in the CVB’s database system and keeps detailed tracking notes of Arlington tour accounts.
• Serves as back up to Convention Sales Assistant to receive and assign leads across the Sales Team from incoming sources (Cvent, website, phone).
• Assist the Director of Tourism to follow up new contacts established from various sources such as trade shows attended.
• Assist in delivering sales presentations to travel wholesalers and tour operators and may also involve some travel.
• Assist in maintaining working rapport with hotel management, merchants, attraction owners and operators, restaurateurs, and their respective associations; encourage and develop participation in Bureau promotions and tie-ins.
• 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.
• Organizes and expedites flow of work through the sales department that contributes to a seamless sales and services delivery system for client and customer.
• Types and prepares routine correspondence, maintains client files, schedules appointments/site visits.  Assists with assigned projects associated with Tourism & Convention Sales.
• Serves as a backup in requesting tickets and track clients attending games or events in the Cowboys Suite or Rangers Game, as well as day tickets to Six Flags/Hurricane Harbor.
• Gives information to callers, composes, and types correspondence and performs other administrative and clerical duties.
• Attends sales meetings as scheduled and attends a daily sales huddle.
• Manages calendar and oversite to set meeting invites for DOS meetings, maintains current and updates calendar with Senior Vice President of Sales when meetings are requested as well as any changes or adjustments to date or time revisions.
• Assists with administrative preparation for regular meetings: ACVB Board Meetings, CEO Updates, AMP Meetings for sales, and DOS meetings as directed by Senior Vice President of Sales.
• Answers varied types of inquiries and communicates supervisor’s instructions or desire to various individuals and/or departments utilizing a thorough knowledge of department operations.
• Answers telephone and gives information to callers or routes call to appropriate department and/or staff member and places outgoing calls.  Answers routine inquiries through oral and/or written means utilizing knowledge of assigned function.
• Reconciles American Express receipts with description and account information for sales team in Nexonia.
• Files correspondence and other records.
• Arranges travel schedules and reservations. Prepares meeting room (s) as needed.
• 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).

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 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.

Occasional weekend and evening hours are required.

Must be able to travel 10% or as required.
 

EEOC