Some essential job duties of this position include the following:
- Perform all administrative tasks including special projects. Provide support for department staff.
- Manage department billing functions to include purchase orders, check requests, record retention, budget reconciliation and operating statement review.
- Assist with handling incoming department calls. Provide assistance to internal + external partners, clients and meeting attendees as needed.
- Serve as a liaison to coordinate the Explore St. Louis Welcome Program and communicate program details. Coordination will include creating project schedules for the creation and installation of banners, airport signage and amenities; and ordering of all materials needed to execute the Welcome Program.
- Create and disseminate department communications and business reports.
- Execute the booking turnover form process for city-wide conventions and special programs. Distribute turnover forms + reconciliation lists.
- Update the convention calendar with department Manager assignments and distribute to internal partners monthly.
- Act as direct liaison for business support services to include department equipment and supplies, CRM database, deliveries and mailings.
- Maintain inventory of department supplies, amenities, and client kits.
- Maintain the department calendar.
- Provide support for city-wide convention and hotel pre-conference meetings to include sending meeting invitations, managing meeting attendance responses, food + beverage orders, support materials and attending meetings as needed.
- Manage and update the department resource library.
- Assist the department Director in preparation for the annual budget process.
- Perform miscellaneous duties as assigned by management.
- Work a flexible schedule as needed to include nights, weekends and holidays.
Our ideal candidate will possess a high level of administrative skills and attention to detail, plus a working knowledge of MS Office software (Outlook, and Word/Excel). Knowledge of the St. Louis hospitality industry and experience with CRM systems (i.e. Simpleview) is preferred. Strong multi-tasking and organizational skills plus the ability to establish active communication and engage with team members + clients is critical. Effective problem-solving and customer service skills with a commitment to excellence are essential.
Equal Opportunity Employer
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