Sales & Services Administrative Assistant

ABOUT MEET MINNEAPOLIS 

At Meet Minneapolis, our mission is to positively impact the economic and social prosperity of our Minneapolis community by attracting visitors, meetings and events that directly support jobs and local businesses, generating critical revenues. 

We believe in our shared passion to support the diverse community of Minneapolis through our values of Service, Collaboration, Inclusion, Passion and Integrity. We recognize it's the unique contributions of all of us at Meet Minneapolis that drives our success, and we're committed to building a culture where everyone can thrive and find meaning in their work.

Position/Title: Sales & Services Administrative Assistant 

Department: Destination Sales 

Reports To: Director, Meeting Sales & Sports

Status: Full-time; Non-Exempt 

POSITION SUMMARY 

Our administrative assistants are key team members who keep the sales process moving smoothly. They are a friendly and helpful presence focused on quick execution and response times. Administrative team members carry responsibility for supporting the everyday workflow of sales and services leaders including scheduling, meeting management, data entry, and communication. The position is key to ensuring that our sales system and customer database are used to its full potential. This position will communicate daily with clients and hotel representatives as well as directly support the entry of leads for groups under 200 room nights. 

ESSENTIAL POSITION RESPONSIBILITIES 

Sales Support

• Support assigned sales & services representatives. 
• Input sales leads into CRM system (iDSS)
• Act as liaison for convention sales personnel and hotel community with CRM system; maintain hotel staff lists, hotel access permissions, and provide training and support as needed.
• Ability to assist with sales activities as assigned including follow-up with hotels and customers.
• Assist in scheduling client site inspections and building client site itineraries
• Manage travel arrangements for clients and assigned sales executives as needed
• Assist in preparing e-proposals/power point presentations for sales personnel and distribution of sales collateral.
• Provide reception relief when necessary and schedule permitting
• Coordinate to provide office coverage over 5 working days of the week

Services Support

• Create customized maps using Adobe Illustrator and Threshold 360 to support sales and services initiatives and meet specific team member requests.
• Coordinate the preparation and shipment of tradeshow, pre-promotional, and brochure materials for sales and services team members, including packing, shipping coordination, return shipments, and billing.
• Create and distribute Services Leads as requested to support services efforts. Provide direct services support to hotels regarding requests for information or materials.
• Provide backup event support as needed, including name badge production, registration assistance, and other onsite event needs.
• Input purchase orders in Sage, ensuring accurate and timely submission for appropriate review and approval as requested.
• All other duties and projects as assigned

ESSENTIAL EDUCATION/ EXPERIENCE

• Two years' experience in administrative/sales support or inside sales role
• Tourism/Hospitality experience preferred
• Associate degree preferred (not required)

ESSENTIAL SKILLS/ATRIBUTES

• Strong organizational, multi-tasking and time management skills
• Strong verbal, written and interpersonal skills
• Excellent customer service and business etiquette skills
• Excellent knowledge of office computer software (Word, Excel, Outlook, PowerPoint)
• Database software experience preferred
• Ability to learn industry specific software systems such as iDSS, FuturePace, Adobe Illustrator, Threshold 360, and Sage

PHYSICAL DEMANDS

While performing the duties of this job, the employee will be required to:

• Walk, sit, bend and squat
• Talk and hear
• Grab, pull or bend items
• Lift and/or carry up to 30 lbs
• View items at a close and distant range
• Stand, Walk and Sit for extended periods of time
• Use computers for extended periods of time
• Air and ground transportation travel for extended periods of time

WORKING CONDITIONS

• Hybrid office environment (60% in-office; 40% remote option if schedule and business needs allow)
• Attend offsite meetings and events as needed.
• May require limited travel and work outside of core business hours including evenings or weekends when events are scheduled.

SALARY

• $40,000 - $50,000 starting range for annual base salary plus annual incentive potential.

BENEFITS

• Meet Minneapolis offers a generous benefits package including: medical, dental, vision, STD/LTD, Life Insurance, 401(k), vacation, sick time, parental leave and personal volunteer time for employees who are benefits eligible. 

Note: Job Descriptions are not exhaustive lists of all skills, responsibilities, or efforts associated with a job. They reflect principal job elements essential for performing the job and evaluating performance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

This document does not create an employment contract, implied or otherwise, other than as “at will” relationship.

Meet Minneapolis is an equal opportunity employer.