CVB Administrative Services Manager

Posting number: CVB2601-5

Department: Convention and Visitors Bureau

Job classification: CVB Administrative Services Manager

Posting type: Open

Categories: Management, Hospitality and Tourism

Summary

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.

Examples of duties

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.

Qualifications

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