Administrative Assistant

3 weeks ago

Greenville, United States VisitGreenvilleSC Full time

JOB TITLE: Administrative Assistant/

Office Manager


Organization Summary:

VisitGreenvilleSC (VGSC) is a not-for-profit, membership-based, economic engine, and accredited Destination Marketing Organization (DMO). We proudly represent and serve the City and County of Greenville, South Carolina, the hospitality industry, and hundreds of small businesses. As Greenville's official sales and marketing organization, our Mission is to maximize Greenville’s Visitor Economy by developing and promoting exceptional visitor experiences to elevate the quality of life and prosperity for our community.


VGSC is a values-based organization placing a great deal of importance on adhering and embracing the following values in all that we do:

Integrity. Doing the right thing all the time. We build trust through honesty, transparency and respect.

Open. We actively seek new perspectives with the belief that we’re stronger because of our differences.

Resilience. We believe our response to adversity, not the adversity itself, defines who we are. We are positive, flexible and persevere to find success.

Passion. We are inspired by an authentic love for Greenville, and we strengthen our community by sharing it with the world.

Excellence. Our team, our vendors and our stakeholders deliver bold, creative and high-performing solutions.


Position Summary:

The Administrative Assistant/Office Manager is responsible for providing administrative support to the President & CEO, the VP, Finance & Administration, and the overall function of the Administration Department of the organization. This includes helping manage the President & CEO’s schedule, making travel arrangements, and serving as a key liaison between internal staff and external stakeholders. This role is also responsible for effectively managing the day-to-day operations of the office, including managing office-related vendor relationships, the maintenance and appearance of the office, and serving as office receptionist.


Essential Duties and Responsibilities:

  • Provides administrative support by helping manage the President & CEO’s daily calendar, scheduling appointments and coordinating logistics for meetings and other events.
  • Manage and arrange necessary travel for the President & CEO.
  • Support the President & CEO in preparation for speaking engagements, internal or external meetings, presentations, or other events as necessary.
  • Support the President & CEO in efforts to cultivate an exceptional work experience by managing organizational communication, schedules, and planning logistics for key internal events.
  • Assist with Board or Stakeholder relations, including scheduling, communication, document preparation, and meeting logistics for stakeholder meetings.
  • Acts as a liaison to the President & CEO, managing email correspondence, routing phone calls to the appropriate staff member, and following up on necessary communication.
  • Supports the VP, Finance & Administration with various accounting, IT, or HR-related administrative projects.
  • Participates in broader organizational projects as needed for additional support.
  • Reviews, reports, and manages Administration Department’s budget on a monthly basis.
  • Manages office-related vendor contracts, office supplies and equipment, and ensures that employees have the resources needed to perform their jobs.
  • Identifies opportunities for process and office management improvements, and designs and implements new systems.
  • Receives and sorts incoming mail and deliveries and manages outgoing mail and shipments.
  • Provides an exceptional guest experience and ensures a personal, friendly experience for anyone visiting or contacting the VGSC office.
  • Other duties as determined by President & CEO.


Candidate Profile:

The successful incumbent will demonstrate a high level of attention to detail through excellent written and verbal communication skills. Through superior time management, this incumbent will have strong organizational skills and be focused on internal and external customer support. Peers will consider this incumbent approachable, willing to help outside of typical job duties and a team player who can work at all employee levels within the organization with ease. This incumbent is comfortable working with Board of Directors, Elected Leaders, Government Leadership, and other prominent stakeholders. This incumbent can be trusted with confidential and sensitive data/projects and understands the importance of trusted support.


Qualifications:

  • Highly proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook, Publisher) and overall computer skills
  • Seven (7) years’ experience working in a professional office setting and in a support role required
  • Associate’s Degree required; Bachelor’s Degree in Business Administration or related field preferred
  • Proficiency in Windows operating systems (MS Office – Word, Excel required, Microsoft Outlook, etc.) and Sales databases and/or sales CRM platforms
  • Must be able to lift up to 25 lbs. and transport equipment and materials for use in programs
  • to effectively manage time and work independently with minimal supervision
  • to occasionally travel and work varied hours, including evenings and weekends, as needed



VisitGreenvilleSC is an employer that offers equal opportunities. We evaluate qualified candidates and do not discriminate against any employee or applicant on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors as defined in federal and state laws, or any other characteristics protected by federal or state law.

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