SOUTH PADRE ISLAND-CITY OF Sales and Events Assistant in SOUTH PADRE ISLAND, Texas
Position Purpose This position is responsible for assisting in the data processing, maintaining official records, and administration of the standard operating policies and procedures of the sales division. Increase hotel occupancy by being a liaison between local event planners, organizations, hotels, businesses and clients to create packages for their event. Assist with planning, implementing, managing, organizing, coordinating and execution of special event programs that generally include athletic, cultural, educational, environmental activities, to include booking room blocks and packaging experiences. Essential Functions Develops and maintains sales office forms and procedures, and assists with administrative tasks and facilities Composes, types, and edits correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness. Establish and maintain effective working relationships with fellow employees, Convention and Visitor Board members, City officials, hospitality partners and other outside agencies as well as the generally interested public. Administer special projects and other duties as requested by the Group Business Development Director. Responsible for meeting with Meeting Planner(s) to coordinate arrangements for any VIPs. Assists and support groups located at the convention center or area hotels during their conference hours as directed. Assists the SEPM and event managers with the organization and coordination of special events activities on South Padre Island. Provides liaison assistance between the South Padre Island CVB Special Events Team, event promoters and the general public during sponsored functions. Assists in maintaining a calendar as it relates to the planning and operations of special events. Assists the Special Events and Packaging Manager (SEPM) in preparing and distributing materials for advertising special events throughout South Padre Island including, but not limited to, raffles, giveaways and median banners. Assists the SEPM in ensuring all event managers are in compliance with relevant memorandums of understanding, statements of work and special event permits. Maintains awareness of all relevant City-wide policies affecting traffic control, crowd permitting, support agencies (EMS, PD, PW, etc.) and their application to special events. Procures equipment, materials, marketing collateral, service quotes and other essential materials as required and directed by the SEPM in support of special events. Assists the SEPM in coordinating, researching and preparing administrative documents to secure special event permits. Provides administrative support to the special events, marketing and sales teams to collect relevant special event survey information, ticket sales and general event performance. Secondary Functions Provides backup to receptionist and covers lunch hour. Responsible for providing intercept survey assistance to meeting/event planners during their conference/event as directed. Performs a variety of miscellaneous duties such as answering phones, typing correspondence, running errands, picking up supplies needed for activities, etc. Performs all other duties as assigned. Capital and/or Fiscal Responsibility Responsible for adhering to all City Purchasing Policies while performing purchasing tasks. Provides information and recommendations to the Special Events and Packaging Manager and related stakeholders during the planning process.