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Visit Orlando · 3 days ago

Convention Sales Administrative Assistant

Orlando, FL

Full-time

Hybrid

Entry Level

2+ years exp

Visit Orlando is dedicated to inspiring and promoting global travel to Orlando for economic and community benefit. The Convention Sales Administrative Assistant role involves providing support to the sales team, managing expense reports, and assisting with various administrative tasks to ensure effective operations within the sales department.

TourismTravel

Responsibilities

Processes expense reports, invoices, and purchase orders, including cross-departmental expense report management where it relates to the 110 budget

Tracks the yearly MRC for accuracy, including adding new information as it is learned. This includes tracking each event from inception through to finalized event summary

Follows up on attendee lists, event summary information and produces ROI reports for approval by VP Sales and Services. Distributes approved event summaries in a timely manner

Assists the Manager of Sales Support with yearly audit procedures, including providing information and back-up for expenses and invoices and completing reports for expenditures

Assists the Manager of Sales Support with incentive requests across five incentive accounts on a case-by-case basis

Provides back-up support to the sales administration team, including the Manager of Sales Support, to ensure there is adequate support provided to the sales team. This includes assisting with system clean-up projects upon request

Organizes travel arrangements when needed for the Sales team and/or clients including airfare, hotels, and car rental, as needed

Research future potential clients by gathering general information on the company such as headquarter info, meeting history and company demographics

Types, copies and distributes all correspondence, including printed materials such as LOI’s, bid books, email and event summaries in a timely and accurate manner. Assists with administrative tasks when required

Consistently exemplifies Visit Orlando Core Values in daily interactions with Visit Orlando team members, prospects, clients, members, and partners resulting in greater business success

Provides support to other Visit Orlando departments as needed

Ensures protection of the Orlando Brand. Serves as Brand ambassador

Ensures own work area is maintained in a safe and clean manner

Performs other accountabilities and projects as assigned

Qualification

MS WordExcelOutlookDatabase experienceKeyboarding speedMathematical skillsReasoning abilityCommunication skills

Required

Associates degree from college; plus, two to three years related experience; or equivalent combination of education/training and experience

Keyboarding speed of 50 cwpm, proficiency in MS Word, Excel and Outlook. Database experience a plus

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

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to prioritize with a high-volume workload

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

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