Overview:
Highly organized and detail-oriented individual who will serve as an Administrative Assistant to the Sales department within Branson/Lakes Area Convention and Visitors Bureau (CVB) with an emphasis on Sports. Provides administrative and operational support to help promote and sell the destination.
Key Responsibilities:
- Assist in logistics and planning of conference sponsorships in collaboration with supervisors and Destination Service & Events team (as needed).
- Develop and maintain relationships with local vendors, hotels, transportation companies, and tour operators to ensure exceptional service for clients and rights-holders.
- Plan, coordinator, and execute all aspects of sporting events hosted in Branson (for clients and provide requested information).
- Stay up to date on sports tourism industry trends and make recommendations for improvements to enhance client experiences.
- Help with sports department tradeshow execution and sponsorship executions. This includes making sure all items are inventoried, shipped at the appropriate times, and all shipping information is correct.
- Assist with sports FAMS, Events, and other in-market conferences.
- Collaborate with Sales & Analytics Coordinator regarding monthly sales reports.
- Maintain swag inventory in conjunction with destination services department.
- Assist in development and maintenance of volunteer base for sports events in market.
- Communicate sports media partnership agreements to Sales & Marketing Communications Coordinator.
Clerical Support:
- Work with finance department regarding various programs (i.e., Athlete Program) and track billing and payments.
- Prepare attendance sheets, attend, and take notes at committee meetings and post on industry portal after final approval by Director.
- Assist with prospect research and maintaining database.
- Collaborate in preparation of month-end and quarterly reports for the sports department.
Marketing / Sales Support:
- Assist with pre-trade show preparation by organizing materials to be shipped. Assists directors and sales managers with other details as needed, e.g., travel arrangements, custom's paperwork, gift baskets, securing electrical services, AV needs, booth furnishings, invoicing partners, or sponsors, securing door prizes, managing pre- and post-tradeshow mailings, packing, and unpacking cases and keeping supplies neatly stored, organized, and clearly labeled.
- Provide additional support for the department in the execution of site tours and FAMs. This includes making hotel reservations, securing show and attraction tickets, preparing agendas, welcome letters, name badges, picking up and entertaining clients and obtaining gifts as needed.
- Assist with Power Point and other presentation reports and meeting materials.
- Work to enhance the visibility of the community through the sports travel market/industry.
- Collaborate with all areas of the Sports marketing department to provide grass roots marketing efforts, social media marketing and digital outreach to help customers build attendance.
- Perform additional duties/responsibilities as needed.
Event Services / Support:
- Primary contact for clients once agreement has been finalized.
- Establish and maintain productive relationships with event coordinators and organizers.
- Assist with maintenance of Simpleview database.
- Recruit and schedule volunteers for events.
- Manage volunteer lists in Simpleview.
- Meet with sports event representatives to provide information relevant to their needs.
- Obtain feedback (coordinate/facilitate research) of participants and spectators at events.
- Work closely with director, sales manager(s), and volunteers/students on data collection from events (research).
- Distribute backpack/wristbands sponsorship sales information for sports department.
- Manage all aspects of backpack/wristbands sponsorship sales, distribution, and media component.
Education and Experience:
- Minimum of five years of industry experience.
- Proven experience as an administrative assistant, coordinator or in a similar role, preferably in the tourism industry.
- Proficient in using MS Office Suite (Word, Excel, PowerPoint) and other relevant software platforms.
- Become proficient in Simpleview (CRM) and Hive, if not already
- Exceptional organizational skills with the ability to manage multiple tasks and prioritize effectively.
- Strong written and verbal communication skills, with attention to detail.
- Ability to work independently, as well as collaboratively in a team environment.
- Flexibility to adapt to changing priorities and work under tight deadlines.
- Excellent interpersonal skills to interact with both internal teams and external stakeholders.
Requirements:
- Advanced knowledge of the Branson area.
- Ability to communicate in a professional and engaging manner.
- Knowledge of general office practices.
- Excellent customer service skills.
- Excellent interpersonal skills, including conflict management.
- Ability to address situations as they arise and respond intuitively with accuracy and integrity.
- Ability to present an overall professional image.
- Ability to communicate effectively in a friendly and efficient manner with customers, vendors, employees, and other company contacts.
- Ability to effectively welcome and embrace differences among employees, customers, members, vendors, and the community.
- Ability to perform the essential functions of the job without posing a direct threat to the health and safety of others.
- Must be able to clearly speak, read, and write in the English language.
- Must be able to hold and grip objects.
- Consistently subject to sitting for extended periods of time.
- Frequently walks within the office and as needed off site.
- Visual ability sufficient to operate a computer.
- Hearing ability sufficient to communicate in person and by telephone.
- Occasionally performs bending, squatting, sorting, kneeling, and reaching to ground level and overhead as required for such tasks as retrieving boxes of brochures.
- Occasionally lifts, grasps, carries, pushes, or pulls up to thirty pounds.
- Ability to climb stairs while carrying objects up to thirty pounds in weight.