The Administration Manager is part of the Greater Raleigh Convention and Visitors Bureau (GRCVB) Administration Department and is responsible for internal administrative and external advocacy and research support for the GRCVB, the President & CEO and Executive Vice President.
This position is also responsible for managing multiple aspects of the GRCVB’s Economic Impact Calculator software that provides essential data analysis for the articulation of Return-On-Investment (ROI) measurement in the use of public inter-local funds for tourism economic development strategy and tourism infrastructure development.
The Administration Manager assists in the implementation and measurement of the Community Engagement Strategy (CES) as outlined in the GRCVB’s Annual Business Plan; oversees the sponsorship program and attendee invitation/registration system for the GRCVB Annual Meeting (average attendance 550); serves as the recording secretary to the GRCVB board of directors; manages the Bureau's internal supplies and office environments; and handles a wide variety of administrative duties essential for the efficient functioning of the Bureau.
Demonstrate effective project management from initiation through delivery.
Ensure each project or assignment is completed on time and with superior quality and will closely align with the President & CEO and Executive Vice President on all projects.
Friendly attitude, versatile, a self-starter, analytical as well as organized.
Represent the Bureau in a courteous and professional manner when dealing with staff, board members, community leaders, partners, and the general public.
Executive Team/GRCVB Board/Administration
Works closely with the President & CEO on preparations for the GRCVB board of directors and GRCVB board committee meetings. Prepares preliminary agenda, meeting notice and minutes from meetings. Assists with onboarding new board members. Sets up and takes down meeting rooms; arranges refreshments for GRCVB board and GRCVB board committee meetings as required. Distributes minutes from meetings following approval by the GRCVB Board Secretary or another committee chair.
Composes confidential correspondence, reports, agendas, notices, minutes, presentation files, resolutions, expense reports and other documents as directed by President & CEO and Executive Vice President.
Coordinates monthly Tourism Economic Development Report & Charts updates; prepares Administration portion using the Smith Travel Research report; formats entire report as well as distributes and posts approved reports to website.
Economic Impact Analyst
Lead analyst and assist the CVB’s Executive Vice President along with the Directors of Convention Sales, Sports Marketing, Leisure Marketing and Information and Marketing Technologies in the economic impact analysis of conventions, meetings, sports competitions, festivals, and blockbuster exhibitions (EVENTS). Work with both the noted GRCVB staff, who serve as the points of contact to the event planners in each of the GRCVB’s strategic visitation segments (Group and Leisure) as well as foster collaborative partnerships with the management staff of Wake County based meeting and sports facilities, key tourism attractions and municipal government for the assessment of expanding and proposed tourism facilities and new event opportunities.
Community Engagement Strategy (CES)
Assist in the implementation of (CES) and manage the CRM function that tracks the engagement and advocacy of travel suppliers, city/town/county governments, trade and civic associations and other local stakeholders in achieving overall tourism-related economic development. By engaging the community this way, the (CES), as outlined each year by the Administration, Marketing and Communications and Public Relations Departments, can build awareness, relationships, support, and resources for the Bureau and for Raleigh/Wake County’s continued success as a tourism destination and a community value.
GRCVB Annual Meeting
Manages GRCVB Annual Meeting logistics including event contracts, sponsor solicitation, table assignments, mailings, and attendee registration emails, in overall coordination with the GRCVB Marketing and Communications Department. Average annual attendance at meeting is 550.
Responsible for facility operations and office environments including work rooms, conference rooms, kitchens, and public areas of GRCVB office spaces; schedules work orders and requests with building landlord for needed repairs; parking liaison with landlord and McLaurin Parking; liaison with the landlord for their facilities crisis plan (fire alarms, fire drills, bomb threats, evacuations etc.).
Responsible for office equipment maintenance and repair. Anticipates needs for office equipment. Research costs and presents options to Director of Finance and Human Resources.
Inventories, orders, and maintains all office supplies.
Prepares the daily outgoing mail, inquiry fulfillment and miscellaneous mailings with GRCVB departments.
JOB-RELATED TRAINING AND EXPERIENCE:
Two to three years of experience in administrative management/project management/research preferred
Advanced computer skills with required proficiency in Microsoft Word, Outlook, Excel, and PowerPoint
College degree in related field of tourism, business, marketing, or communications preferred
Other CRM/data manipulation, CMS or Internet software experience preferred
Customer service/vendor/partner and leadership experience expected
Positive attitude and adaptive demeanor when communicating with all staff
Excellent written/verbal communication skills/proofreading ability
Knowledge of hospitality industry, convention, or tourism business a plus
Lift up to 40 lbs.
Additional Salary Information: Mid to upper $40Ks commensurate with experience
About Greater Raleigh Convention and Visitors Bureau
Visit Raleigh, also known as the Greater Raleigh Convention and Visitors Bureau (CVB), is the official and accredited destination marketing organization (DMO) for all of Wake County, North Carolina.
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