Sales Administrative Assistant

SUMMARY: Performs full administrative support of a responsible, and confidential nature for the Senior Vice President of Sales, Director of Sales and assigned Sales Managers. Provides implementation of destination services offered by the Arlington Convention & Visitors Bureau (CVB) for leisure requests and convention meetings and events. Compiles and prepares statistical reports, gives information to callers, and otherwise relieves management staff of clerical work and minor administrative and business details by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Compliance with the employee handbook is required. Other duties may be assigned.

• Assists Senior Vice President of Sales, Director 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 groups and events. 

• 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/Sales Manager in following up new contacts established from various sources such as trade shows attended.

• Assist in delivering sales presentations, 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 distribute 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 clients and customers.

• Types and prepares routine correspondence, maintains client files, schedules appointments/site visits. Assists with assigned projects associated with 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 creates correspondence, and performs other administrative and clerical duties.

• Attends sales meetings as scheduled and 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 communicate 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 members and places outgoing calls. Answers routine inquiries 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 and 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).

QUALIFICATION REQUIREMENTS:

Exceptional organizational and communication skills.

Strong attention to detail and accuracy

Ability to handle multiple tasks and prioritize effectively

SUPERVISORY RESPONSIBILITIES:

There are no supervisory responsibilities assigned to this position.

COMPUTER RELATED SKILLS / EXPERIENCE:

Proficient in MS Office products. Knowledge of Simpleview a plus.

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.

WORK ENVIRONMENT:

Reasonable accommodation 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