POSITION SUMMARY:
Provides principal administrative support to the SVP Executive as well as scheduling, coordinating, and otherwise supporting the needs of the Board of Commissioners. Can serve as liaison with voluntary leadership. Works independently. May manage other support personnel.
Ideal candidate MUST be a self-motivated team player with a strong work ethic, who is able to work well under pressure in a dynamic, fast-paced environment. This position calls for someone who is tactful, diplomatic, exercises independent judgment and discretion and demonstrates a professional presentation at all times.
Position responsibilities require the use of problem-solving techniques, tact, and discretion when handling telephone calls, making travel arrangements, scheduling meetings, and managing other requests for information. Must perform various administrative duties as described below.
PRIMARY DUTIES AND RESPONSIBILITIES:
- Proficient in recording and preparing Board & Committee meeting minutes & distribution of the minutes on a timely basis. Must meet the needs of the Board of Directors on a daily basis, including meeting scheduling, travel coordination, planning, follow-up, gift selection, and coordination, etc.
- Prepares routine correspondence, drafts letters, memos, and other documents, as appropriate.
- Creates presentations to be used for regular and ad hoc meetings.
- Maintains appointment schedule for President, EVP, and Board Members as needed; oversees travel arrangements.
- Proactively develops reports, using spreadsheets and graphics, as appropriate.
- Creates and mails meeting notices, invitations, etc.
- Coordinates facilities for and attends various meetings; records, transcribes, and distributes minutes of those meetings.
- Contacts meeting attendees; tracks and reports attendance to President.
- Acts as an information resource to Louisville Tourism staff, Board members, and others, as appropriate.
- Is knowledgeable of Louisville Tourism affairs and is proactive in addressing or advising the President of sensitive or pending issues.
- Must be able to communicate professionally at all times with hoteliers, clients, and other business leaders.
- Handle travel arrangements and expense reports for President and EVP
- Handles incoming mail by sorting and highlighting important information; when possible, direct requests to appropriate staff member for response.
- Maintains administrative files.
- Maintains accurate Board of Director and VIP listings to include name, title, phone number, and mailbox extensions.
- Reviews email while President and Executive VP are traveling or in meetings out of the office.
- Schedules and prepares for monthly staff meetings as well as management team and VP meetings.
- Maintains information with discretion and confidence; does not disclose or discuss confidential matters within or outside of the Bureau.
- Keeps schedule of usage for ticketed events.
- Other duties as assigned.
QUALIFICATIONS:
- Minimum of five years’ experience as an executive assistant
- Critical thinking skills, including problem-solving, decision-making, creative and integrative thinking
- Attention to detail
- Project planning skills
- Excellent oral and written communication skills
- Business Savvy
- Multi-task orientation
- Customer orientation
- Team member orientation
- Strong oral and written communication skills
- Ability to take minutes at meetings with a working knowledge of the Kentucky Open Meetings Act
- Strong organizational skills and ability to multi-task
- Proficient in MS Word, Excel, Power Point
Job Type: Full-time
Pay: $55,000.00 - $62,000.00 per year
Work Location: In person