Administrative Technician

Requisition ID: 41522 Work Location: Convention & Visitors Bureau – Towne Bank Building, 22nd Street Pay Range: G.
18, $39,132.
60 - $60,655.
53 Starting Salary: Minimum of the Pay Range Work Schedule: Mon.
-Fri.
8AM-5PM; some nights, weekends, holidays & occasional local travel for special events Part Time Hours/Wk: Job Open Date: 2/22/24 Application Deadline: 2/26/24 Job Duties: Overview: The Convention & Visitors Bureau is seeking a qualified applicant to assist in a fast-paced, deadline-driven sales unit for Meetings & Conventions.
Candidate would provide integral sales, technology and administrative support with the highest level of accuracy to maintain data integrity in the sales process for the team and its dissemination of leads and all related reports.
Duties: · Provides administrative support to unit including but not limited to generating, analyzing, reconciling and purchasing for unit activities, balance and maintain budget reports on spending; communicate effectively (both written and orally); be a “solution manager” for a team member when out of town or for the Department when assisting with receptionist duties; schedule meetings, maintain unit calendar for travel and special events, operate standard office machinery, generate financials and statistical reports, maintain electronic records/files; complete travel reimbursement vouchers and related travel materials in accordance with administrative directives, coordinate and attend assigned meetings, assist with marketing planning and execution, as needed.
Backstops the Administrative Specialist for the Unit in his/her absence and assists with budget coding and procurement · Must have strong organizational skills, be able to multi-task in a fast-paced, deadline-driven environment.
Must be tech savvy and proficient with a computer and its capabilities; must be a strong communicator and be able to construct grammatically correct sentences and generate correspondence, as needed; prepares and maintains accurate and timely records · Provides hard and electronic file records management/organization for the entire Sales Team · Supports the Sales Managers and Director of Sales (DOS) in the routine of updating the Standard Operating Procedure Manual as well as contributes to the development of the units annual budget, industry event budgets, hotel partner co-op participation programs, to remain in compliance with city and division policies and protect the integrity of the business work flow · Active backup lead approver and disseminator at the discretion of the Director of Sales to ensure information integrity and timely lead distribution to hotel partner community · Provides research for travel logistics for Sales Managers as needed such as flights, car rentals, hotel accommodations, presentation catering needs, and coordinating city fleet trip checks · Keys, formats and disseminates post sales mission/tradeshow Return on Investment (ROI) spreadsheets for the Sales Team · Supports division projects by researching, coordinating and formatting requested narrative/historical/comparative data reports at the request of the Director of Sales, Sales Team and/or other key managers · Keys data entry, management and Customer Relationship Management (CRM) mapping for post Destination Marketing Organization (DMO) event/site visit client follow up for sales manager activity reporting purposes and ROI dissemination to participating hotel partners · Assists with special projects at the request of Executive Assistant to the Director, as needed, for department hosted industry events either held on site or at the Virginia Beach Convention Center (National Travel & Tourism Week, State of Tourism, etc.
) · Provides information/routine training to new intern(s) or interim support staff and new Sales Managers in the current CRM database, CVENT, Mint and any other platform used for business workflow · Creates, formats, assists with communications related to proposal bid PowerPoint Presentations as well as government procurement bids wherein specific submission guidelines must be followed to internal and external customers and stakeholders · Responds to internal and external CRM database technical issues at the request of the full Sales Team and or hotel partner community, as needed, with the support of the Administrative Specialist and Information Technology Manager · Creates customer facing site visit agendas and DMO events for Sales Manager’s tradeshows/sales missions at their request · Prepare and create marketing materials using approved graphics and staying within Brand guidelines of the Convention & Visitors Bureau (CVB).
This would include but not limited to presentations, social media posts, flyers, email templates, invitations and tradeshow marketing pieces · Provides Sales support for high volume production sales team (4 Sales Managers and DOS) including but not limited to researching, vetting, confirming incoming Request for Proposals (RFPs)/leads from various platforms/sales activities · Data entry to CRM for quick response by managers, travel planning assistance, tradeshow and sales presentation development, lead distribution and management, site visit development, assistance with client events and special events associated in the sales process, as needed · Database management for our customer relationship management (CRM) software including but not limited to data entry, report generation, data analysis, detailed follow up, organization and communication · Provide “super user” support of CRM system including but not limited to being one of the “go to” persons on the team for the VBCVB Information Technology Manager and Unit’s leadership regarding software troubleshooting and working on special projects to make sales and reporting processes even more efficient and effective for the sales process and team · Coordinates with partners to gather and provide up-to-date contact and product information for correct reporting.
Must be a team player and able to work independently The City offers a generous benefits package, which includes health, dental and life insurance, retirement and savings plans, maternity/paternity and parental leave, holidays and Paid-Time-Off.
Official City Job Description: https://s3.
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pdf?v=1688158448 Working Conditions: https://workingcondition-summary-prod.
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pdf Minimum Requirements: MINIMUM QUALIFICATIONS: Requires any combination of education (above the high school level) and/or experience equivalent to (4) four years in fields utilizing the required knowledge, skills, and abilities.
SPECIAL REQUIREMENTS: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.
Additional Requirements: DMV Transcript: Not Required CDL: Not Required DOT History: Not Required CPS Check: Not Required Physical: Not Required Respirator: Not Required Polygraph Review: Not Required Psychological Screening: Not Required Attachments Required: N/A Preferences: In addition to the minimum requirements, the ideal candidate for this position will have experience listed in the preferences below.
Candidates with the preferred experience should ensure the information is provided in the application.
• Must have advanced proficiency in Microsoft Excel, PowerPoint, Word and Google Suite • Has proven experience of multi-tasking successfully in a time-sensitive related field • Has proven experience in using CRM systems, particularly, first-hand experience with SimpleView & CVENT CRM systems • Has first-hand experience in running, analyzing and producing sales-related and financial reports, particularly for a CVB or a hotel • Has experience with researching and prospecting new accounts using CRM databases Special Instructions: N/A Please complete the application in its entirety.
The application is the primary required document used to screen qualifications and years of experience.
A resume does not replace a completed application.
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Your responses to any "Supplemental Questions", if attached to this requisition, must be supported by the information you give us in the work experience section of this application.
Be sure you are thorough in describing your skills and duties as you complete the work experience section.
If the information cannot be verified you will not receive credit.
Please provide a copy of any certifications or related professional licenses.
VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions.
This will be handled through a pre-tax payroll deduction.
Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.