Destination Experience Specialist, Conventions 

As Visit Indy, it's our job to promote the city of Indianapolis. And that job has never been easier, more energizing or more rewarding than it is right now. As an unprecedented level of cooperation between business and government boosts Indianapolis to a completely new level, we're reveling in the opportunity to show our city off. That's why we are searching for an organized, self-motivated, positive, proactive individual to join the team as a Destination Experience Specialist, Conventions. 

POSITION PURPOSE

Destination Experience Specialist, Conventions is responsible for providing administrative support to the Destination Experience, Conventions department including SVP/ Chief Destination Experience Officer, Senior Director of Destination Experience, Conventions and Destination Experience Managers, Conventions. All Visit Indy team members reflect the organization’s “3 Ps” culture – productive, positive, and progressive. This position will be based out of the Indianapolis Office.
 
KEY RESPONSIBILITIES

           Essential Functions   

• Administrative Support - Provide administrative support including typing and composing correspondence, assisting with pre-promote trip preparation, assisting with Welcome Reception coordination, assisting with post-convention follow-up, proofreading documents created by the managers, filling out internal paperwork and forms and other miscellaneous tasks as directed by managers that will enhance their effectiveness and achievement of objectives.
• Site Visits - Typing the itinerary, making appointments, securing ground transportation, hotel accommodations, meal arrangements, amenity delivery and completion of internal non-cash documentation.
• Convention Resumes - Assist in the compilation, typing and distribution of convention resumes as directed.  This includes managing and maintaining recipient list and adding all resumes to the appropriate account in proprietary CRM system.
• Account Maintenance - Assist in the maintenance of accounts by updating contact information, adding diary notes and documents and any other data that will enhance the accuracy and thoroughness of information maintained for each account.

          Other Functions

• Performs other duties as assigned, including the possibility of assisting with housing overflow.

QUALIFICATIONS

• Minimum of two to three years’ experience in hospitality industry preferred but not required
• Minimum of two to three years’ experience in administrative support preferred but not required

KNOWLEDGE, SKILLS, & ABILITIES

• Relationship management skills with the ability to support and manage multiple team members with various personalities concurrently.
• Proficient in time management skills with the ability to prioritize tasks and communicate regularly with quick turnarounds. 
• Excellent verbal/written communication and interpersonal skills
• Highly organized with keen attention to detail
• Knowledge of Microsoft Office, including Word, Excel and Outlook
• Ability to focus on details, handle multiple tasks, and remain highly organized in a fast-paced environment.
• Ability to perform duties with great accuracy.
• Phone etiquette
• Ability to remain flexible and adjust to changing priorities
• Capability to problem solve
• Self-motivation and strong initiative
• Ability to work well with others, as well as independently
• Team player
• Good judgment
• Dependable; reliable

PHYSICAL DEMANDS
This position requires some physical activity, such as reaching, stooping and kneeling; it requires occasional pushing, pulling, lifting, carrying, and moving (up to 15 pounds). 

• Ability to sit for extended periods of time and to move intermittently throughout the workday.
• Ability to move in and between various facilities and handle exposure to inclement weather. 
• Good speaking, listening and email correspondence skills.
• Ability to perform focused work with close attention to detail.
• Ability to operate office equipment, including computers, copiers, fax machines, and phones.
• Ability to interact with others, both in person and through phone, e-mail, and written correspondence.
• This position requires emotional stability in order to deal with a variety of stakeholders in a professional manner.

Visit Indy is an equal opportunity employer.  Accordingly, not only do we adhere to all applicable federal, state, and local laws pertaining to equal employment opportunity, but it is our firm policy to provide equal employment and advancement opportunities for all individuals regardless of race, religion, color, sex, national origin, sexual orientation, gender identity, age, disability, or any other legally protected category or characteristic. Hiring and promotion practices are performed without regard to the same.