Convention Sales Administrative Assistant

ENTRY LEVEL | FULL TIME

This is a secondary support position for the sales team members as assigned, and back up for the entire sales admin team. This position focuses on completing expense reports for the 110 budget, managing the yearly MRC, finalizing event summaries and ensuring all of the admin team have adequate back-up support.

We operate on a hybrid work model, which requires employees to be in the Orlando office at least twice a week.

• 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.

Education and/or Experience

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

Computer Skills

Keyboarding speed of 50 cwpm, proficiency in MS Word, Excel and Outlook.

Database experience a plus.

Language Skills

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.

Mathematical Skills

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.

Reasoning Ability

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.

Physical Demands

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.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements and does not imply a contract.

Our mission is to inspire, promote and grow global travel to Orlando for economic and community benefit. Our Core Values are: (1) WE INNOVATE:
We are free to be curious and to create what we imagine. We go beyond delivering what works, we deliver what’s next; (2) WE TRUST:
We are stewards of the resources and experiences entrusted to us. We show up for each other and our community. Trust is our currency; (3) WE WELCOME:
We are inclusive by nature and diverse by choice. Everyone belongs here; (4) WE SERVE:
We are dedicated to serving our community and each other. Service is our superpower; (5) WE “ORLANDO”:
We create moments that matter and have a blast doing it! Fun has no height restrictions.