Administrative Specialist (Full Time)

Urgently Hiring

Administrative Specialist

Visit Anchorage is hiring in our Shared Services Department. The position is someone that specializes in “everything”! Join a fast-paced team that supports all departments within the organization to help reach our main aim of attracting and serving visitors to the Municipality of Anchorage. Although this position supports all departments, the emphasis is on supporting the Tourism, Development & Sales Department.

Essential Job Functions:

Assist, coordinate, manage or lead the planning and execution of the following:
• Support sales departments, including creating familiarization tour itineraries, booking hotels and activities, and communicating with attendees and participants
• Reply to travel trade and consumer inquiries
• Create, track and send referrals to travel trade
• Research events to be posted on Calendar of Events
• Service and maintain sold convention accounts: communicates with meeting planners and clients to determine and execute fulfillment of their convention services needs
• Assist all departments with administrative tasks, including event check-in assistance
• Simpleview data management including data entry, quality control, and RSVP management

Work and assist as needed in the following areas:
• Reception (visitors, pickups and deliveries, incoming phone calls)
• Open and close the office; set alarm
• Process incoming and outgoing mail including assembling and packaging materials
• Monitor, order and stock office supplies
• Assist staff with basic computer hardware and software tasks employed by Visit Anchorage
• Provide assistance with office equipment/furniture needs
• Assist with general upkeep of office building maintenance and repairs
• Keep common areas of the building neat and organized
• Assist with recycling efforts
• Assist with upkeep of company vehicle
• Run errands with the company vehicle
• Manage warehouse and/or storage needs, track inventory and fulfill product transfers, and provide courier services for departments
• Contribute to the annual plan, execute and practice budget control for specific projects as assigned

Essential Knowledge, Skills, and Experience:
• Some higher education or professional accreditation and/or three or more years of relevant experience in the convention/tourism industry, event planning, production and skills in a tourism focused and/or membership driven organization or other relevant experience
• Knowledge of varied requirements and characteristics of client base including Visit Anchorage members and local and regional business
• Advanced computer skills including working knowledge of MS Windows, MS Office (Word, PowerPoint, Excel, Outlook, etc.) Simpleview database software, or other relevant software
• Excellent communication skills, including ability to deal with people and provide excellent customer service
• Advanced written communication skills to compose, edit and proof correspondence and reports
• Working knowledge of, and ability to work with vendors on basic troubleshooting for standard office equipment
• Effective time management skills, organizational skills, self-motivation, flexibility, and ability to assist with multiple projects and anticipate needs of all departments
• Ability to exercise sound judgment and handle complex tasks with minimal supervision
• Ability to type 45 wpm with accuracy
• Work requires a valid Alaska driver’s license

Physical Demands and Work Environment:

While performing the duties of this job, the employee is regularly required to sit for extended periods of time, stand and walk; use hands to finger, handle or feel; reach with hands and arms; talk or hear. The employee is occasionally required to stoop, kneel, crouch or crawl. The employee must lift and/or move up to 50 pounds on a regular basis. Specific vision abilities required by this job include close vision, and ability to adjust focus. Position requires the ability to carrying and lift equipment and materials (approx. 50 lbs.), assembling equipment, and packing needed materials.
• Work environment: The noise level in the work environment is usually moderate.

Applications will be reviewed on a rolling basis. To apply please submit a cover letter, and your resume both in .pdf format to Nedra Anderson by email at [email protected] or mail to 142 W 5th Ave, Anchorage, AK 99501.

Job Type: Full-time

Pay: From $23.00 per hour

Expected hours: 40 per week

Benefits:
• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:
• 8 hour shift

Experience:
• convention or tourism: 3 years (Required)

Work Location: In person

Apply Job!