Experience Kissimmee is the tourism authority for the Kissimmee destination and Osceola County. We promote the destination domestically and around the world to potential leisure, meetings/business, and sports travelers. Our team develops and implements sales, marketing, and communications programs that encourage more than 9 million overnight guests annually.
Experience Kissimmee is seeking a part-time Administrative Assistant. This role performs administrative and office support to the Senior Director of International Sales and the international representatives.
The Administrative Assistant will telecommute and work two days at Experience Kissimmee’s office in Celebration, some days from home and some days from various locations throughout the Central Florida destination. Therefore, candidates are expected to live in Central Florida. Possession of a valid Florida driver’s license and a clean 3-year motor vehicle report is required.
Below are some of the major responsibilities of the position:
· Maintains the Senior Director of International and Domestic Sales’ calendar. Responsible for maintaining the “Staff Calendar” of activities including travel and PTO days.
· Drafts written responses or replies by phone or e-mail when necessary. Respond to regularly occurring requests for information.
· Manages and maintains traveltrade@experiencekissimmee.com account, including distributing incoming mails to department colleagues, send generic information from this inbox as per Senior Director’s instruction.
· Works directly with Senior Director of International and Domestic Sales on projects related to the client relationship management database (CRM). This includes data entry, generating reports on sales activities, and data cleanup projects (ex: post trade show, sales mission, and sales calls).
· Manages and maintains the Department Project Folder in WRIKE, including opening new tickets, tag responsible personnel for tactics, follow through project process, close ticket when project completed and report to CRM if needed.
· Maintains record keeping of all International and Domestic Sales invoices to include each in-country Rep Firm as well as general departmental invoices. Process all departmental invoices by completing a wire/check request form accurately, verifying receipts against invoice, coding invoice with account codes, routing for signature and delivering to Finance for payment in a timely manner. Communicates with rep firms and internal Accounting Department regarding payments as needed.
· Maintains records for gift cards and vacation certificates, this includes purchasing of gift cards, creating vacation certificates, save records on share drive and update status, report to CRM.
· Assists with international shipments to our rep firm offices.
· Prepares CEO approval forms for department projects including co-op campaigns, trade shows, event sponsorships, promo items, and save the record on share drive.
· Makes travel arrangements, including air, rental car, hotel, ground transportation and registration for conferences, etc. Obtain Visas as needed for the Senior Director and at times other EK staff traveling internationally.
· Prepares travel authorizations for Senior Director (with estimates of travel, hotel, country per diems) and routes for approval.
· Prepares expense reports for Senior Director and submits for approval and reimbursement.
· Reviews travel expense reports submitted by the International Representatives for the Senior Director’s approval. Reviews the submitted reports for accuracy and ensure supporting documents (travel authorization, mileage, per diem, receipts) are included with the reports.
· Scans and uploads receipts from the Senior Director’s corporate credit card expenses, accurately codes with account codes from the Departmental budget on the Senior Director’s behalf each month.
· Works with the Senior Director and the Event Management Team to assist with the coordination of FAM and event itineraries. This includes coordinating details and logistics with external partners throughout Kissimmee as well as ordering of VIP client gifts or amenities, scheduling meet and greets with hotels partners, communicating details to those that are involved, collecting participant waivers.
· Uses the CRM (database) to invoice industry partners participating in sales missions, ensures payments are received by established deadlines by contacting the Industry Partner. Process payments either via check or credit cards and provide receipts via CRM.
· Responsible for meeting set up for internal meetings with visitors or internal team members. This includes managing department’s zoom account, set up virtual meeting through zoom or team apps, reserving meeting space, ordering food and beverage and preparing meeting material and minutes.
· Assists with coordinating details for tradeshows including ordering and shipping of booth supplies and maintaining and updating necessary sales collateral and marketing pieces.
· Assists with managing the inventory of branded amenities/give-a-ways. This includes submitting order request by following instructions provided by Content Studio, manage inventory of these items in the CRM, shipping of these materials to tradeshows and client, etc. And also includes the use of the organizational inventory system and physical trips to the warehouse for inventory counts.
· Assists internal Destination and Event Services Team by working registration for local industry functions hosted by Experience Kissimmee.
· Perform duties as assigned/necessary which are related or logical in assignment to the position.
Required Education & Experience:
· Minimum associate's degree and two years of related experience. Will substitute experience for education.
· Proficiency with MS Office suite and database (CRM) experience.
· Requires strong communication skills, both verbal and written, organizational skills, both analytical and problem solving, and the ability to work with confidential documents.
· Ability to manage multiple tasks and achieve deadlines under pressure.
We are a diverse group of high performing individuals working to make a positive impact on our community.
We offer a competitive compensation package with an annual performance review process, opportunities for professional development and membership to professional organizations.
Experience Kissimmee provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, pregnancy, national origin, age, disability/handicap, marital status, sexual orientation, gender identity or expression, genetic information, veteran status, or any other protected classification under applicable federal, state, and local laws. Experience Kissimmee complies with applicable laws governing non-discrimination in employment. This EEO policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfers, leaves of absence, compensation, and training.
The Administrative Assistant will be part time-time and expected to work between 20-30 hours per week. The hourly rate range is $18.50-$22.
Qualified applicants should submit a resume to Heidi Velasquez, Human Resources Generalist, at HR@experiencekissimmee.com.