Administrative Technician

City of Virginia Beach, VA - Virginia Beach, VA

Full-time

Virginia Beach, VA

Executive, Legislative, and Other General Government Support

About the position

The Convention and Visitors Bureau is seeking a qualified applicant to assist a fast-paced, high producing Sports Tourism Division with administrative services, sales support and event operations assistance. As an Administrative Technician, you will play a crucial role in supporting various functions within the division.

Responsibilities

• Serve as Receptionist and first line of communication for Division
• Assist in procurement, budgeting, data analysis, CRM database management, reporting, finance and event support
• Assist in the preparation of the Division's annual budget by coordinating and assembling input from appropriate program budget codes into a comprehensive packet
• Provide support to the Sports Tourism Grant Program, including maintenance of grant distribution list, coordinating communication with grant applicants and committee members, and scheduling grant review committee meetings
• Provide sales support for high volume production sales team including travel planning, tradeshow and sales presentation development, lead distribution, site visits, client events and special events associated with sales processes
• Assist with marketing planning and execution of marketing plan
• Supervise Division's temporary, part time, volunteer and intern staff
• Create and update volunteer groups for assisting with event needs
• Manage Division's procurement and invoice processes and serve as the Division's purchasing card reconciler
• Prepare requisitions and purchase orders per City and Department guidelines ensuring compliance with regulations
• Process vendor invoices and resolve issues using established department procedures and City AP guidelines
• Complete travel reimbursement vouchers and related travel materials
• Monitor, track and code expenditures
• Manage financial accounts to keep unit within budgetary guidelines
• Advise manager of projected overages/shortages and recommend corrective action to remain within budgetary constraints
• Track expenditures for the VB Sports Center Capital Improvement Projects
• Assist PCard holders with training and credit card issues; respond to administrator's questions regarding transactions, ensure that overcharges/incorrect charges are credited back to appropriate account
• Maintain the CRM (SimpleView) database including data entry, report generation, data analysis and detailed follow-up
• Track all information for new and existing events
• Build accounts, leads, and profiles
• Track partnership overviews, facility agreements, athlete/spectator numbers and room nights
• Create, format and assist with PowerPoint presentations
• Create, format and assist with government procurement bids wherein specific submission guidelines must be followed
• Assist in coordinating small city meetings that occur during normal business hours
• Partner with the VB Sports Facility operators to maintain up-to-date facility calendars
• Update and maintain all event calendars, venue calendars and website calendars to market upcoming events
• Work with local stakeholders to provide guest entertainment and discounts
• Assist in the planning, directing and supervision of sporting events
• Assist in the assembly of bid proposals, invitations and pre-con meetings
• Maintain client relations with pre- and post- event communication, data analysis and client/venue relationships

Requirements

• Strong organizational skills
• Strong written, oral and analytical communication skills in the form of narratives, PowerPoint presentations, Excel and accurate financial, statistical and performance reporting
• Ability to create professional presentations
• Ability to multi-task in a fast-paced, deadline driven environment
• Detail oriented
• Self-starter
• Availability to work infrequent evenings/weekends
• Ability to develop and maintain exceptional working relationships with hospitality partners, vendors and service providers

Benefits

• Paid time off
• Paid holidays
• Health insurance options
• Dental insurance options
• Vision insurance options
• Wellness program
• Retirement
• Tuition reimbursement