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Executive Assistant to President of Visit Savannah
Title:Executive Assistant Reports to: President, Visit Savannah
Overview of Position:
This position is primarily responsible for providing administrative support to the Visit Savannah President; serves as liaison with voluntary leadership and acts as secretary to the Board of Directors; and oversees two (2) First Impression Specialists (receptionists/visitor counselors).
Supports Visit Savannah President through handling of correspondence, telephone calls, emails, business appointments, travel requirements and schedule management.
Secretary to Visit Savannah Executive Committee and Board of Directors.
Acts as BoardPaq Administrator; BoardPaq is the online application used by Visit Savannah to conduct monthly meetings and to maintain historical meeting data.
Annually, prepares a proposed/draft meeting schedule for Visit Savannah Executive Committee and Board of Directors meetings. Generally, the Executive Committee meets the first Friday of the month and the Board of Directors meets the second Friday of the month.
Once the meeting calendar is finalized by Visit Savannah President, responsible for loading yearly meeting calendar into BoardPaq and updating other Word and Excel documents.
Prepares a public meeting notice of Executive Committee and Board of Directors meetings each month and posts notices in lobby area; ensures that meeting notices are also posted on Visit Savannah website.
Each month, will prepare a draft agenda for the Executive Committee Meeting and for the Board of Directors Meeting for consideration by the Visit Savannah President.
Once meeting agendas are finalized, sends meeting notices out to Executive Committee members and Board of Directors members using Simpleview (CRM).
Prepares the meeting packet electronically in BoardPaq; then generates a MeetingPaq and makes hard copies for attendees, as needed.
Coordinate meeting details, including meeting room setup, audio visual requirements, food ordering/purchasing, etc.; follow-up with breakdown of food service.
Update and ensure the accuracy of all directory information loaded into BoardPaq, managing the process each year, as members rotate off the board and staff changes occur.
Attends Executive Committee meetings and Board of Directors meetings; takes minutes of all meetings and types minutes for approval by the Visit Savannah President.
Maintains a current year file for Executive Committee packets and a current year notebook for Board of Directors meeting packets. Rotates files/notebooks to archive file location.
Responsible for maintaining attendance records for the Visit Savannah Board of Directors.
Supports task forces of Visit Savannah, as required (such as the Bylaws Task Force, Board Development Task Force) and any other task forces that are formed to support the business of Visit Savannah.
For the Board Development Task Force, prepares agenda and meeting packet. Research required to document terms of service and eligibility for re-nomination of board members. Minutes of the Board Development Task Force are typed and filed for documentation only.
Coordinates the business of the New Board Member Orientation Meeting on a yearly basis to ensure that each new board member receives an informational packet that will prepare them for board service. Order new brass name plates for incoming board members as needed.
Assist with maintaining the photo display wall for the Visit Savannah Board of Directors, ensuring the updating and accuracy of information as needed.
Oversees the recognition of board members rotating off the board with documentation of years of service, letters of recognition and charity donation letters.
Provides assistance/support to Director and Operations Manager of Visitor Information Centers regarding personnel issues, procedural issues, etc.
Processes time sheets for Visitor Information Center staff to the Finance Office.
Annually renews City of Savannah parking passes for Visit Savannah staff.
Each month, distribute the Smith Travel Research (STR) report to specific staff members.
Prepares the condensed Smith Travel Research (STR) report that will be presented to the Executive Committee and Board of Directors Meetings. Maintains files for STR reports and distributes the report electronically according to established procedures.
Processes invoices, requests for checks, expense reports and credit card statements according to established procedures and ensures submission to Finance Office on a timely basis.
Ensures that staff members are notified of Visit Savannah President’s business travel that might impact approval process/timeline.
Works with Chief Financial Officer to schedule monthly Finance Meeting and notify attendees.
Conducts a periodic inventory of office supplies and places orders as required. Ensures that all purchases/patronage is recorded in CRM as required (over $50).
Aids in production of internal office reports (such as Business Plan, Mid-year and Year-end Reports).
Assists with coordination and execution of senior leadership annual retreat.
Provides guidance/leadership in planning and execution of the monthly employee luncheon in November.
May occasionally attend Tourism Leadership Council monthly luncheons/functions as requested.
Attends monthly Visitor Information Center staff meetings when possible and often presents a report from the Visit Savannah President if he is unable to attend these monthly meetings.
Attends special luncheons/meetings throughout the year sometimes assisting with registration/welcome (such as Chamber Annual Meeting, Economic Outlook Luncheon, Taste of Downtown, others).
Interviews and screens applicants, as required.
Assists with training of new Visit Savannah employees as needed.
Maintains the yearly tourism visitation report, updating each year; ensures that packets are on hand to provide tourism information to developers and/or media, etc.
Handles complaint/comment calls and correspondence for Visit Savannah President.
Maintains yearly A-Z active files, as well as A-Z archive files.
Prepares a personal Project Assignment Worksheet (PAW) each week; collects PAWs from senior staff members for review by Visit Savannah President.
Attends Visit Savannah Staff Meeting each week.
Other special projects as required
Supervises two (2) First Impression Specialists (receptionists/visitor counselors).
Conducts a mid-year assessment and an annual evaluation for each employee.
Holds a monthly department meeting to update on upcoming office/community activities.
Education and Experience/Key Competencies:
Minimum of a high school degree with secretarial school or equivalent
At least two (2) years of relevant secretarial and/or administrative experience
Preferred experience in support of senior level executive
Previous experience in a fast paced, high profile environment
Proven ability to perform proficiently in all office assignments
Knowledge of hospitality industry preferred
Friendly and professional demeanor
Solid communication skills, both written and verbal
Exercises discretion and adheres to confidentiality in workplace
High level of management skills – self-directed, motivated, versatile, able to prioritize
Organizational and project coordination skills – thinks proactively
Ability to maintain an organized filing system of paper and electronic documents
Advanced Microsoft Office and Word skills
Ability to become familiar with firm-specific programs and software
Some Accounting skills
Must be a self-starter; be self-motivated and able to multi-task
Must be flexible and be able to adjust to changing conditions, circumstances and priorities
Must demonstrate a positive attitude and cooperate with staff
Working conditions are normal for an office environment. Work may require occasional weekend and/or evening hours. Reasonable accommodations may be limited to enable individuals with disabilities to perform the essential functions.
This job description describes the general nature and work level to be performed; it is not intended to be construed as an exhaustive list of job responsibilities, duties and skills required for the position.