Under the direct supervision of the Executive Assistant to the President and CEO, this position provides a wide range of administrative and executive support for the Executive Office, inclusive of the CEO, COO and CAO. In addition, this individual will handle the administration of the office which includes, but is not limited to, typing, answering telephones, greeting guests, filing and scheduling, performing duties such as coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Ability provide the highest level of customer and member service and support when interacting with diverse individuals and groups (i.e. external callers, visitors, internal contacts) at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diversified workload and to recommend changes in office practices or procedures.
JOB DESCRIPTION & RESPONSIBILITIES
Responsible for providing a broad spectrum of administrative, executive, and special project support, delivering high-level customer and member service, and managing multiple day-to-day priorities.
Prepares outgoing mail; sorts and distributes incoming mail.
Maintains office supply inventory, including kitchen supplies.
Maintains the office to ensure cleanliness, including the kitchen.
Schedules and organizes complex activities such as meetings, travel, conferences and department activities for the Executive office, inclusive of the CEO, COO and CAO.
Organizes and prioritizes large volumes of information and calls.
Acts as administrative support to the executive team as needed, and as requested.
Answers central telephone system and directs calls accordingly. Takes messages or fields/answers all routine and non-routine questions.
Works independently and within a team on special nonrecurring and ongoing projects.
Acts as project manager for special projects which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures, other marketing and communication projects executed by the executive office, etc.
Transcribes and designs general correspondences (i.e. memos, charts, tables, graphs, business plans, mail merges, labels, etc.) and ensures accuracy and clarity of the final copy.
Performs additional duties as assigned.
High school diploma is required; Associates degree in a related field is preferred.
1 year of experience providing administrative support to executives (CEO, COO, CAO) is a plus.
1 year of customer service experience is a plus.
Good organizational and interpersonal skills including written and verbal communication skills.
Ability to manage multiple tasks independently, meet deadlines, and competing priorities.
Computer proficiency in Microsoft Office, including Word, PowerPoint and Excel.
Occasional travel (up to 10%) is required to attend meetings, conferences, and other events.
The ideal candidate must be flexible, adaptable to change, effective, credible, thorough, collaborative, focused, customer service driven, detail-oriented, and have a positive outlook. The ability to work in a fast?paced environment, manage multiple priorities and meet deadlines is a must. The ability to take initiative, focus on quality by being accurate and thorough, and exercise good judgment is essential. This full-time position is based on the DC headquarters office.
Normal, professional office environment with standard office equipment (i.e. computers, phones, photocopiers, filing cabinets, etc.). The physical demands that must be met include, but are not limited to, sitting for varying periods of time, reading, speaking, standing, walking, reaching, and lifting and/or moving objects or packages weighing up to 35 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
About Destinations International
As the global trade association for official destination organizations and convention and visitor bureaus (CVBs), Destinations International is about serving destination marketing professionals first and foremost. Together with our members and partners, Destinations International represents a powerful forward-thinking, collaborative association; exchanging bold ideas, connecting innovative people, and elevating tourism to its highest potential. Destinations International’s membership includes over 600 official destination organizations with more than 5,000 professional members in over 15 countries. Membership is open to all official destination organizations recognized by their respective governments from the smallest town to the largest country, including convention and visitor bureaus, regional tourism boards, state tourism offices and provincial tourism offices and national tourism boards. Destinations International strives to make our members and their destinations successful. As the world's largest and most reliable resource for destination organizations, we inform, connect, inspire and educate our members with the goal to drive destination economic impact, job creation, community sustainability and quality of life through travel.