Associate, Events & Services

Valid8 Financial, Inc.; San Francisco (CA); On-site; USD 65,000 - 72,000; Full time

Job summary

San Francisco Travel is seeking an Associate, Events & Services to provide critical support to the Convention Services team. You will assist the Director and Convention Service Managers by processing correspondence, preparing monthly reports, handling phone calls, and maintaining records and files.

You will help with site inspections, referrals for venues and banquet spaces, and coordinate itineraries for site visits.

Qualifications

• Education or training equivalent to a college graduate.
• Minimum 2+ years in secretarial/administrative duties.
• Experience in hospitality or events is a plus.

Responsibilities

• Provide primary phone coverage for sales managers and screen calls.
• Support client communications and maintain files and records.
• Assist with site inspections and promotional material requests.
• Coordinate itineraries and site visits for citywide events.
• Enter data into Salesforce and process related orders.
• Assist directors and staff with event planning and vendor coordination.
• Support staff during tradeshows and SF Travel member events.

Skills

Strong organizational and Interersonal

Excellent written and verbal comms

Ability to work independently

Education

College graduate

2+ years related secretarial/administrative experience

Hospitality/business admin background a plus

Tools

Microsoft Office Suite

Salesforce

Cvent

Eventbrite

Box

Concur

Job description

The Associate, Events & Services will assist the Director, Convention Services & Events and Convention Service Managers by processing correspondence, monthly reports, handling phone calls, and maintaining records and files. Process all requests for promotional material, assist with site inspections and assist with special projects when needed. Assist meeting planners with referrals for venues, banquet spaces, and other related needs to event planning and services needs.

What You'll Be Doing:

• Provide primary phone coverage for sales managers and screen large volumes of telephone calls from meeting planners and SF Travel's partners.
• Assist department with client communication support.
• Service the needs of meeting planners and provide suggestions, when appropriate, which involves knowledge of San Francisco and members.
• Develop relationships with key hotel contacts to enhance response time to leads and other requests.
• Enter data into Salesforce and process purchase orders, work orders, expense reports, letters, and check requests.
• Compile and distribute group resumes for citywide conventions.
• Coordinate and produce itineraries for site visits as well as assist in their planning and execution.
• Participate in and support client sales calls and/or presentations.
• Assist with planning and executing client events.
• Support Convention Services with pre-promotion for future conventions when necessary.
• Prepare Convention Service information for staff meetings: site visits, pre-promotion and events.
• Manage the fulfillment order process of promotional materials utilizing various methods including website, mailing, and in-house.
• Monitor assigned inventory of brochures, supplies, and promotional items.
• Process orders for promotional materials and supplies as needed.
• Handle trade show and event shipments, domestically and internationally.
• Provide back-up to staff during tradeshows, conventions or events.
• Deliver amenities to hotels as needed.
• Process reports, correspondence, invoices, convention activity, surveys, and Admail Fulfillment.
• Participate in and attend SF Travel sponsored member events.
• Support the Director, Convention Services & Events.
• Assist division support staff as needed.
• Other duties may be assigned.

Qualifications

Education and Experience

• Education and/or training equivalent to college graduate.
• 2+ years related experience in secretarial and administrative duties.
• Degree or experience in business administration and/or hospitality management a plus.

Skills and Abilities

• Must be able to work independently with minimal oversight.
• Strong organizational, interpersonal and computer skills necessary.
• Ability to communicate and work well with others in a professional office environment.
• Ability to handle multiple priorities and meet deadlines while being detail oriented.
• Outstanding written and verbal communication skills.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Proficiency with Salesforce, Cvent, Eventbrite, Box and/or Concur a plus.

Compensation

• Salary Range: $65,000-$72,000 base compensation annually
• Additional opportunity for annual incentive compensation based on performance and organizational results

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Work week may occasionally exceed 37.5 hours
• Must be available to periodically work evenings, weekends, and occasional holidays as needed
• Employees of San Francisco Travel are required to be in the office a minimum of 4 days per week per company policy, which is subject to change.
• Must be able to travel domestically as required
• Must be able to lift up to 50 pounds when supporting events or meeting set up
• Operates computer and other office equipment