VisitDallas is an independent, not-for-profit organization comprised of professionals serving as the sales and marketing arm for Dallas. Our mission is to promote Dallas as the ideal business and leisure destination to the regional, national, and international marketplace, and to favorably impact the Dallas economy through conventions and tourism.
Our efforts have significantly increased awareness of Dallas locally, nationally, and internationally, and have resulted in Dallas being recognized as one of the top convention destinations in the nation and the number one visitor destination in the state of Texas.
The sales assistant will provide administrative assistance to multiple managers on a variety of tasks and projects.
DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS: (individual duties, assignments, and responsibilities required of the position)
A. Answer, screen, and/or handle incoming telephone calls and emails efficiently, diplomatically, and with a high level of customer service.
B. Coordinate meetings and other events for the sales department by preparing agendas, handouts, and documents as needed. Compile and distribute meeting minutes along with follow-up action items post meeting.
C. Proactively coordinate power, audio/visual, catering and set up needs for meetings.
D. Collect contracts from hotels and accurately enter room blocks in leads; build excel hotel room grids and ensure all definite bookings are accurate.
E. Assign and follow-up on CVENT, website, and other leads.
F. Assist sales personnel in creating and compiling bid book presentations. Aid Sales Coordinators as necessary with data entry, preparing collateral and gifts for clients, arranging transportation/hotel/restaurant/flight reservations, and securing and confirming appointments.
G. Become proficient with programs and software such as GoToMeeting, Zoom Video Conferencing, Dropbox, Office 365, OneDrive, My Emma, Formstack, CloserConnect, Adobe Sign, and SimpleView CRM.
H. Assist with financial needs such as invoices, expense reports, requisitions, and purchase orders to ensure all are completed on time and with proper coding.
I. Participate and assist in special projects/events to include but not limited to fams, sales calls, and tradeshows.
J. Maintain an organized filing system within the common digital folder to ensure data is correct and current.
K. Assist with distribution of sales department mail.
L. Assist with business related travel arrangements and reservations.
M. Cross-train with other sales administrative assistants and provide support on special projects when needed.
N. Function as back-up Receptionist 1 day per week on a set schedule.
O. Other duties as assigned.
EDUCATION AND/OR EXPERIENCE: (special training, certifications, college degree, etc.)
· Minimum three years’ exposure to general business, with at least one year directly related to sales
KNOWLEDGE, SKILLS AND ABILITIES (technical, communication, interpersonal, etc.)
· High level of confidence in use of Microsoft Office Suite.
· Candidate must be proactive and possess strong communication skills.
· Basic knowledge of accounting and budget procedures.
· Ability to work in a fast-paced environment.
· Must possess good organizational skills.
· Must have strong interpersonal communication skills when dealing with clients and members.
· Be able to work independently with initiative.
· Be able to set priorities in order to see that tasks are handled correctly and efficiently.
WORK ENVIRONMENT: (overtime, travel, physical demands, and conditions)
· Position functions in an office environment