Administrative Assistant at City of Virginia Beach

Virginia Beach, Virginia, United States -

Full Time

Start Date

Immediate

Expiry Date

15 Jan, 26

Salary

0.0

Posted On

17 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Multi-tasking, Communication, Data Entry, Report Generation, Data Analysis, Budget Tracking, Customer Service, Research, Database Management, Microsoft Office, Google Suite, Confidentiality, Public Relations, Scheduling, Collaboration

Industry

Government Administration

Description

Virginia Beach is a diverse, vibrant, appealing community with a dynamic year-round tourism economy that serves the needs of local residents and visitors alike. The Virginia Beach Convention & Visitor’s Bureau develops and promotes Virginia Beach as a first-class, year-round destination that contributes to the quality of life and a diverse local economy. The Marketing Unit is an in-house agency to manage advertising campaigns, public relations, social media, content creation, collateral development, graphic design and research for domestic leisure travel and internal business unit clients including international tourism, sports marketing, meetings and conventions, group tour, visitor information services, resort management and convention center. Job duties for Administrative Assistant will consist of the following: • Assist VP by performing a variety of professional, administrative tasks; prepare administrative and statistical reports requiring research and compilation of data. • Coordinate with internal and external contacts to gather and provide information for regularly recurring reports and incorporate statistical and narrative information into reports describing the data. • Adhere to City procurement requirements and policies when purchasing items and preparing/reviewing various payment vouchers. • Provide and assist with research for travel logistics for division such as flights, car rentals, hotel accommodations, and presentation catering needs. • Database management for the customer relationship management (CRM) software including but not limited to data entry, report generation, data analysis, detailed follow up, organization and communication. • Assist with tracking and coding expenditures of financial accounts to keep unit within prescribed budgetary guidelines. Compare financial transactions against budget units. • Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. • Demonstrate strong organizational skills, be able to multi-task in a fast-paced, deadline-driven hospitality, tourism, and sales environment. • Proficient with a computer and its capabilities in Microsoft Office and Google Suite; must be a strong communicator and be able to construct grammatically correct sentences and generate correspondence; prepare and maintain accurate and timely records. • Conserves VP’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications. • Maintains appointment calendar by planning and scheduling meetings, conferences, teleconferences, and travel. • Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries. • Maintains customer confidence and protects operations by keeping information confidential. • May assist in the planning and implementation of public relations programs. • Serve as a division or department representative on committees or at meetings to exchange information on a citywide basis. • Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on then current workloads and department needs. As a City employee, you will enjoy a generous benefits package that includes paid time off, paid holidays, health, dental and vision insurance options, a wellness program, retirement, tuition reimbursement and more.

Responsibilities

The Administrative Assistant will assist the VP with various professional and administrative tasks, including preparing reports and coordinating with contacts for information. They will also manage travel logistics and maintain the appointment calendar.