Administrative Services Manager

With a high degree of independent judgment and discretion, performs administrative management duties for senior executive level managers under general direction. Performs administrative and office duties related to Convention and Visitors Bureau (CVB) and city management policies and general business operations of the Bureau. Performs full administrative duties and manages the Convention and Visitors Bureau’s assistants that are assigned to the various Divisions. This position requires significant management skills, independent thinking and the ability to assign workloads judiciously and general knowledge of all general office procedures.

1.    Supervises assigned staff and interns; makes arrangements, schedules appointments, and screens applications in interview process using knowledge of appropriate guidelines, and hires employees. Evaluates skills and abilities, coordinates training, assignments, and work schedules. Organizes, evaluates and expedites workload. Initiates follow-up actions. Writes and conducts performance evaluations. Issues disciplinary action when needed.

2.    Develops, analyzes and implements administrative protocols and standard operating procedures.  Directs and oversees administrative staff, ensuring that administrative services are operating smoothly in all CVB divisions; works with the CVB division heads on administrative needs.

3.    Maintains record of needed office supplies.  Coordinates regular maintenance to office equipment.

4.    Assists with special events at the direction of the Executive Office such as the Mayoral Breakfast, the December Council and Board meeting, receptions, etc.

5.    Researches, complies and arranges administrative and statistical data. Monitors and approves payroll reporting for administrative staff. Oversees time off requests for administrative staff.

6.    Prepares and reports on assigned projects, gathering necessary information and summarizing data and findings. Organizes and maintains department files including correspondence, minutes, projects, studies and follow-up on pending matters.

7.    Assists and coordinates with Executive Assistant on special projects and programs as directed by the Executive Office.

8.    Assists with the CVB Board monthly meeting process, assembles the agenda, produces the packets, assists Executive Assistant with preparation of supporting documents and provides any special background materials and follow-up directives from the meetings. 

9.     Acts as a liaison to CVB board members; coordinates board members activities and follow-up on any special needs. Manages the Grants-in-Aid program.

10.    Coordinates staffing of CVB lobby for day-to-day business and special events.  Supports lobby when necessary.

11.    Assists with the year-round coordination of the Texas wine Tribute, working with staff and others to coordinate this event. Responsibilities include working with the caterer, decorator and wineries.

12.    Attends various meetings of divisions within the department. Prepares and distributes related paperwork to all pertinent parties. Transcribes and maintains files of notes made during all meetings attended.

13.    Assists with and may coordinate staff recognition.

14.    Assists with orientation for new CVB employees. Orders name tags, business cards, computer logons, etc. for new employees. Produces periodic updates and distributes to staff.

15.    Maximizes budget and department resources effectively and keep within budget constraints.

16.    Performs related duties as directed when such duties are a logical and appropriate assignment to the position.

17.    Regular and timely attendance are required for this position.

18.    Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.

SKILLS, KNOWLEDGE AND ABILITIES

•    Must have excellent verbal and written communication. 

•    Must have strong analytical skills.

•    Must have strong project and people management skills and an ability to plan, organize, and coordinate projects.

•    Must be comfortable working outside comfort zone with a willingness to learn.

•    Must be a team player who is able to work in a fast-paced environment with deadlines.

•    Ability to write clear and accurate reports and correspondence.

•    Must have proficiency in various software packages, including Microsoft Word, Excel and Outlook.

•    Ability to Provide excellent customer services including a desire to help customers regardless of their circumstance.

•    Ability to effectively communicate information and ideas in writing, as well as through speech, so other will understand.

•    Ability to working independently and with minimal supervision.

•    Must have the ability to learn additional applications as they are applied to our work assignments.

•    Ability to maintain cooperative-working relationships with employees and those contacted in the course of work.

•    Ability to organize and supervise all groups and diverse types of events, enforce policies and procedures, make mature judgments.

•    Ability to work irregular hours and schedules.

•    Ability to operate a personal computer, make general mathematic calculations, and maintain accurate records and statistics.

EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS 

Requires two years of college plus six years administrative experience and/or executive secretarial experience or an equivalent combination of education, training and/or experience that provides the required knowledge, skills and abilities to perform the essential job functions.

Experience must include two years in supervisory level.

Must have advanced knowledge of word processing and spread sheet software.

Ability to represent management and meet with employees and supervisory staff and deal with them tactfully and effectively.

Must have excellent communication and organizational skills and prefer thorough knowledge of city and bureau operations a well as hotels and other industry partners.

Outgoing self motivated person with the ability to make quick relationships and manage staff. Flexibility to work weekends and extended hours.

Must pass a Federal/National criminal background check and credit check. Must have a valid Texas driver’s license with an acceptable driving record as defined by city policy.

Must pass pre-employment drug screen.

WORKING CONDITIONS 

While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors. There will be occasional exposure to outdoor weather elements as the position requires working outdoors during CVB sponsored events throughout the normal course of the year.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this job the employee is regularly required to perform light to medium work that involves walking or standing, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk and hear, stand, walk, and stoop, or crouch. This position requires occasionally lifting and/or moving up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This job requires the ability to work in an office environment where the noise level is usually moderate.

The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties and skills required. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the job requirements change.

Salary : $54,851 - $77,340