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Position Description

Administrative Technician
Working Title Tourism Assistant
Department/Division Convention and Visitors Bureau - Tourism Marketing & Sales
Job Type Full Time
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Requisition ID:
43355
Work Location:
Convention & Visitors Bureau – Towne Bank Building, 22nd Street
Pay Range:
G.18, $39,328.30 - $60,958.87
Starting Salary:
Minimum of the Pay Range
Work Schedule:
Monday – Friday, 8:00 am – 5:00 pm
Part Time Hours/Wk:
Job Open Date:
11/20/24
Application Deadline:
11/26/24

Job Duties:

Virginia Beach is a diverse, vibrant, appealing community with a dynamic year-round tourism economy that serves the needs of local residents and visitors alike. The Virginia Beach Convention & Visitor’s Bureau develops and promotes Virginia Beach as a first-class, year-round destination that contributes to the quality of life and a diverse local economy.

 The Virginia Beach Tourism Sales & Marketing/Visitor Services Division serves the broader interests of the economy of Virginia Beach by acting as a marketing, sales, and services unit. Our mission is multifaceted:

  •         Promote our destination globally
  •         Support tourism industry stakeholder engagement
  •         Research, Data and Technology-driven

 By identifying and showcasing what makes the area special and different from all other sun and sand destinations, CVB Tourism Sales & Marketing and Visitor Services work together to deliver distinct and meaningful messaging to the traveling public to inspire and convince them to choose Virginia Beach as their destination of choice for vacations and leisure group tour events. 

 We are seeking a qualified applicant, beginning January 2025, to assist in a fast-paced, deadline-driven sales division in Tourism. The candidate will provide integral sales, technological and professional administrative support with the highest level of accuracy to maintain data integrity in the sales and marketing process for the team and its dissemination of leads, reports and all related projects.

 Duties:

  •         Provide 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 team members and for the Department when assisting with various duties; schedule meetings, maintain unit calendar for travel and special events, operate standard office machinery, generate financials and statistical reports, maintain electronic records and 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.  Assist with budget coding and procurement.
  •         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; prepare and maintain accurate and timely records and provide hard/electronic file records management/organization for the entire team.
  •          Support the Director of Sales, Sales Manager, and the Visitor Services Manager for Tourism Marketing and Sales in the routine of updating the Standard Operating Procedure Manual as well as contribute to the development of the unit’s annual budget, industry event budgets and tourism partner co-op participation programs to remain in compliance with city and division policies and protect the integrity of the business work-flow.
  •          Provide research for travel logistics for Director of Sales, Sales Manager, Visitor Services Manager and contractors as needed such as flights, car rentals, hotel accommodations, presentations, itineraries, catering needs, and coordinating city fleet trip checks.
  •          Format, key, and disseminate post sales mission/tradeshow return on investment spreadsheets for the team, prepare pre and post travel documentation and expense reports within the appropriate systems.
  •          Input and provide detailed reporting and analysis of international media produced for international markets, its value and benefit to the leadership as well as the stakeholder partners through the CRM (content relationship management) system; support and interact with tourism related contractors to provide accurate and timely reporting on market performance as well as coordinate projects assigned.
  •          Key data entry, management, and Customer Relationship Management (CRM) mapping for post DMO event/site visit client follow up for sales manager activity reporting purposes and ROI dissemination to participating hotel and or tourism related partners.
  •          Respond to internal and external CRM database technical issues at the request of the Sales Team and or hotel partner community, as needed, with the support of the Information Technology Manager.
  •          Assist with special projects at the request of Executive Assistant to the Dept. 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.).
  •        Provide information/routine training to new intern(s) or interim support staff and new Sales Managers in the current CRM database, Bandwango technology and any other platform used for business workflow.
  •          Create, format, and assist with communications related to proposal bids, PowerPoint Presentations as well as government procurement bids wherein specific submission guidelines must be followed to internal and external customers and stakeholders.
  •          Respond to internal and external inquiries by researching and preparing responses with technical substance.
  •          Create customer facing site visit agendas (FAM) Familiarization Tours and Destination Management Organization events for Sales Manager’s tradeshows and or sales missions at their request.
  •          Provide sales and administrative support for high volume production sales team, Director of Sales, Sales Manager, and the Visitor Services Manager (including but not limited to researching, vetting, confirming incoming Request for Proposals (RFPs)/leads from various platforms/sales activities.
  •          Provide travel planning assistance, tradeshow and sales presentation development, lead distribution management, site visit development, assistance with client events and special events associated in the sales process as needed. 
  •          Track and maintain Key Performance Indicator Program in database to provide monthly, quarterly and annual KPI performance reports for leadership.
  •          Provide 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 the team.
  •          Coordinate with partners to gather and provide up-to-date contact and product information for correct reporting. Must be a team player as well as be able to work independently.
  •          Assist the Visitor Information Manager with accurate reporting and related support including city procurement, budget reconciliation, VBTime, city ERP accounting processes and Visitor KPI reporting.
  •          Perform other duties as assigned.

As a City employee, you will enjoy a generous benefits package that includes paid time off, paid holidays, health, dental and vision insurance options, a wellness program, retirement, tuition reimbursement and more.

Minimum Requirements:

MINIMUMS:
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:  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:  None

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, Canva 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 CRM systems
• Has first-hand experience in running, analyzing and producing sales-related financial reports, particularly for a CVB or tourism sales related businesses
• Has experience with researching and prospecting new accounts using CRM databases
• Has first-hand experience with City of Virginia Beach financial processes and budgeting/procurement processes

Special Instructions:

None

  • Please complete the application in its entirety and include your resume if required by the posting. 
  • Your responses to any "Supplemental Questions", if attached to this requisition, must be supported by the information you provide on your application and/or resume; or otherwise demonstrated during the hiring process.
  • You will not be able to access the details of this job ad once the closing date has passed.   If you would like to retain this information, please take a screen shot or print using your browser's printing capability.

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.

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