Position: Administrative AssistantDepartment: Support multiple departmentsABOUT VisitDallas
VisitDallas is an independent, not-for-profit organization comprised of professionals serving as the sales and marketing arm for Dallas. Our mission is to promote Dallas as the ideal business and leisure destination to the regional, national, and international marketplace, and to favorably impact the Dallas economy through conventions and tourism.
Our efforts have significantly increased awareness of Dallas locally, nationally, and internationally, and have resulted in Dallas being recognized as one of the top convention destinations in the nation and the number one visitor destination in the state of Texas.
SCOPE
The primary role of the administrative assistant is to support mutliple departments to ensure efficiency, accuracy and organization. The administrative assistant must maintain confidential data/reports, communicate effectively, collaborate with internal and external stakeholders and be organized to support their teams effectively. Prioritizing is paramount in this role.
DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS:
Manage calendar, business travel and expense reports
Answer, screen and/or handle incoming telephone calls efficiently and diplomatically with a positive attitude and pleasant personality
Manage internal communications to schedule meetings, assist with presentations, prepare minutes as well as handle catering as needed
Process new vendors to support our minority, women owned business initiative
Process invoices and submit to finance for timely payment
Monitor purchase orders and ensure orders are completed on time and with proper coding
Assist with various reports to support the operation
Update client database on a consistent basis
Assist in mailing/shipping necessary collateral to clients/hotels as needed
Compile packets in preparation of group/client arrivals
Assist with special projects as needed
Manage online/cloud-based programs and software such as but not limited to GoToMeeting, Zoom Video Conferencing, Dropbox, Office 365, OneDrive, My Emma, Formstack, CloserConnect, Adobe Sign and Simpleview CRM
EDUCATION AND/OR EXPERIENCE:
Prefer college or business school education
Minimum three years’ experience in an administrative assistant role
KNOWLEDGE, SKILLS AND ABILITIES:
High level of interpersonal skills, with the ability to interact with all types of people
Must be proficient in Microsoft Office 365 suite applications
Demonstrate a strong self-initiative
Ability to handle a variety of tasks with a sense of order and priority
Strong oral, written and listening communication skills
Be able to set priorities in order to see that tasks are handled correctly and efficiently
High attention to detail and organizational skills
Must be a team player with a positive attitude
WORK ENVIRONMENT:
Position functions in an office environment
Must be flexible and able to work in fast paced work environment
Ability to lift up to 20 pounds
The above information in this job description has been designed to indicate the general nature and level of work performance by employees within this position. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employee assign to this job.