Administrative Specialist I

Administrative Specialist I

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 mission of Convention Marketing & Sales is to drive new and incremental meeting and event opportunities of all sizes to the destination to maximize our hotel, Convention Center and City venues by creating compression in the marketplace; we partner with local stakeholders to create positive guest experiences and loyal repeat and referral business for the City of Virginia Beach.

The position currently assists the Convention & Tourism Market Administrator (Vice President of Sales and Services) in a variety of professional administrative tasks and special projects. This position will assist the VP of Sales & Services with oversight of two to three units in the department (Meetings & Conventions Sales; Tourism Sales; and Destination Services). Job duties for the Administrative Specialist I position include the following :

• This position is the "super user" for the department's Customer Relationship Management (CRM) tool to produce ongoing operational reports and Tourism Advertising Program (TAP) consumption reports for both internal and external customers on an as needed basis. Selected candidate must also be comfortable navigating other database tools such as Cvent, FuturePace, Sharefile and Adobe to name a few.
• Oversees the compilation process for the divisions' (3 units) annual budget by coordinating and assembling the input from appropriate program budget codes from various units.
• Must maneuver and assist with analyzing and overseeing strategies in the following key areas : procurement and budgeting, data analysis, CRM database management and reporting, marketing, event planning, and finance.
• Assists Directors and VP of Sales / Services in the development of division goals and objectives to provide a framework for the division to accomplish its mission.
• Tracks and codes expenditures and manages financial accounts to keep unit within prescribed budgetary guidelines.
• Manages division procurement and invoice processes and services as the divisions' purchasing card reconciler.
• Works with other departmental management on various data requests and analysis.
• Serves as a division representative on committees and at meetings to exchange information on a city-wide basis.
• Supervises division's support staff and oversees the divisions' administrative processes and functions to streamline and produce efficiencies.
• May assist in the implementation of industry-related programs undertaken by the division and / or department.
• Will assist the division's teams with outbound event planning for, but not limited to, client events, sales missions, and travel experiential activities as directed by the Vice President of Sales & Services.
• Works with the marketing team and divisions to assist in social media and marketing for the creation of posts, invitations, flyers, postcards, and other marketing related needs as needed by the divisions.
• Strong written, oral and analytical communication skills will be required in the form of narratives, Power Point presentations, Excel and financial and performance reporting.

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 programs, retirement, tuition reimbursement and more.