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Project Manager / Executive Assistant

The purpose of this job is to provide high-level administrative support and assistance to the Senior Vice President and Vice President of Convention Sales and/or other assigned leadership staff. The successful candidate will also be responsible for supervising and coordinating the activities that are performed by the administrative assistants in the Convention Sales department. It involves collaboration with senior staff and requires a considerable use of confidentiality and professional judgment.

Duties and Responsibilities

Coordinating in workplace management related activities for the Sr. Vice President and Vice President of Convention Sales and to include the following:

  • Effectively manage and update Outlook Calendar for Senior Vice President and Vice President of Convention Sales.
  • Schedule and coordinate Convention Sales meetings.
  • Performs clerical and administrative tasks including drafting letters, memos, perform spell checking, invoices, reports, check requests, and other documents for senior staff.
  • Schedules and attends meetings on behalf of executives, taking notes and recording minutes, and reserve internal meeting space.
  • Receives incoming communication on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
  • Maintain accurate and complete filing system for Senior Vice President and Vice President of Convention Sales.
  • Manage travel arrangements for Senior Vice President and Vice President of Convention Sales.
  • Prepare and complete accurate business expense reports and medical insurance reimbursement.
  • Communicate exceptionally by phone and email with co-workers, superiors, the general-public, vendors, partners, and prospects to resolve issues, exchange or convey information and solicit customer input.
  • Receives and responds to routine inquiries.
  • Sort and distribute incoming mail for Senior Vice President and Vice President of Convention Sales.
  • Create spreadsheets and update reports on Excel, Simpleview and as requested by Senior Vice President and Vice President of Convention Sales and for other department managers.
  • Maintain & update department employee files (absentee reports and performance evaluations).
  • Order office supplies for department as needed.
  • Generate sales department reports for Executive Committee, Board of Directors and set deadlines.
  • Create department monthly switchboard schedule and provide switchboard coverage as needed.
  • Provide temporary telephone coverage for CEO, when Executive Assistant, Operations is out.
  • Marketing Project Liaison and community management.
  • Prepare Power Point presentations for managers meetings.

Projects and Related Duties:

Responsible for handling special projects assigned by the Sr. Vice President and Vice President of Convention Sales.
Specific tasks will be assigned based on current priorities and requires independent judgment.

Annual Budget Books & Meetings

  • Generate and submit sales report for annual departmental budget within deadline.
  • Generate and submit sales report for departmental annual meeting narratives within deadline.

Committee Meetings

  • Prepare departmental PowerPoint slide show for Executive and Board meetings.
  • Update Annual performance report.

Required Knowledge/Skills:

Minimum qualifications required to successfully perform the job:

  • AA degree or 2 years college coursework. Bachelor’s degree in business administration or related field preferred.
  • Proven success in an executive assistant role.
  • Minimum two years’ experience in administrative supervisory role of two or more individuals.
  • Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
  • Excellent verbal & written communication skills, excellent organizational skills, and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Ability to function well in a high-paced and at times stressful environment while maintaining a professional demeanor.
  • Able to type minimum of 50 words per minute.
  • Extremely proficient with Microsoft Office Suite 365 or similar software with the ability to learn new or updated software.
  • Knowledge of workplace processes, methods.
  • Communicate well with diverse groups in and out of the organization.
  • Adept ability to problem-solve and serve as an example to the administrative support staff.
  • Demonstrate qualities like empathy, support and tactfulness when supervising work processes and personnel.
  • Excellent critical thinking skills and the ability to demonstrate professional behavior including under pressure.
  • Ability to meet deadlines, analyze and resolve office administrative and procedural problems under pressure.
  • Effective listening and spoken communication skills.
  • Initiative and a self- starter.
  • Ability to work independently and self-disciplined.
  • Punctual, detail oriented, organized, adaptive and collaborative.
  • Professional demeanor for frequent interaction with customers in person, via telephone and email.
  • Strong ability to establish and maintain community relations.
  • Marketing experience preferred.

Physical Requirements

Prolonged periods sitting at a desk and working on a computer. Must be able to lift 15 pounds at times.

Supervision Received:

Work is performed under minimal supervision and requires independent judgment.

Supervision Given:

Oversee daily duties of employees to ensure that quality standards are being met and proper procedures are being followed.

APPLY BY DEADLINE October 31st. We offer a competitive compensation package. Send resume & salary requirements to: employment@GMCVB.com or mail: GMCVB, Human Resources 701 Brickell Avenue, #2700 Miami, Fl 33131. NO PHONE CALLS PLEASE. EOE.