Services Administrative Assistant

Visit Salt Lake; Salt Lake City (UT); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Discretionary Bonus

Company provided HSA Contributions

401(k) plan with 4% match

Annual Paid Time Off

Job summary

Visit Salt Lake is seeking a collaborative, organized Services Administrative Assistant to support two teams: Services and Partner Development. You will coordinate schedules, manage communications, and prepare reports while handling records and day-to-day operations.

The ideal candidate is detail oriented, able to manage multiple priorities, and maintains confidentiality in a fast-paced environment. This role operates on-site and offers standard benefits and growth opportunities.

Qualifications

• High school diploma or equivalent; associate's or bachelor's preferred.
• 1–3 years of administrative, office support, or coordination experience.
• Strong organizational, time-management, and communication skills.
• Proficiency in Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Provide administrative support to department leadership and team members.
• Coordinate and collect agenda items for Admin Round Table, Sales & Services, and Services & Partner Development meetings.
• Compile and distribute Pass the Salt Highlights communications.
• Create and process departmental purchase orders.
• Generate and distribute definite reports.
• Prepare department pickup reports, including final attendance data for MINT reporting.
• Manage departmental shipping and delivery needs.
• Create and maintain Simpleview maps.
• Develop department presentations and PowerPoint materials for Team Talk meetings.
• Prepare and deliver amenities to hotel partners.
• Maintain the amenity closet by monitoring inventory, restocking supplies, and ensuring cleanliness and organization.
• Update and maintain CRM member account records.
• Support the development and distribution of the Member Newsletter.
• Assist in managing members-only social media channels.
• Gather event photos and attendance data and prepare post-event sponsor recap materials.
• Coordinate event logistics, including preparation, registration check-in, setup, and teardown.
• Monitor and respond to inquiries received through the Member Help inbox.
• Support the planning and execution of departmental flash events.

Skills

Organizational skills

Time management

Written and verbal communication

Customer-service oriented

Reliable and professional

Education

High school diploma or equivalent

Associate's or Bachelor's degree preferred

Tools

Microsoft Office

CRM software

Job description

Salt Lake is a place where elevation meets aspiration. An active urban city set at the foot of spectacular mountains. A place for open minds and fresh perspectives. This is an exciting time to be in Salt Lake: a brand new $5.1B SLC International Airport expansion, a recently opened 700-key Hyatt Regency convention hotel, several new hotels in the development pipeline, population and business growth (Utah has been the fastest growing state in the nation since 2010, primarily driven by Salt lake), host of the 2023 NBA All-Star Game and recently announced as the host of the 2034 Winter Olympics...Salt Lake is on fire, and we’re just getting started.

To capitalize on this incredible growth and to achieve Visit Salt Lake’s ambitious vision, we’re seeking a collaborative, organized Services Administrative Assistant to provide administrative and operational support to two distinct teams: Services and Partner development. This role is responsible for coordinating schedules, managing communication, preparing documents and reports, maintaining records and supporting day to day operations. The ideal candidate is highly organized, detail oriented, and able to manage multiple priorities while maintaining professionalism and confidentiality.

Primary Responsibilities

• Provide administrative support to department leadership and team members.
• Coordinate and collect agenda items for Admin Round Table, Sales & Services, and Services & Partner Development meetings.
• Compile and distribute Pass the Salt Highlights communications.
• Create and process departmental purchase orders.
• Generate and distribute definite reports.
• Prepare department pickup reports, including final attendance data for MINT reporting.
• Manage departmental shipping and delivery needs.
• Create and maintain Simpleview maps.
• Develop department presentations and PowerPoint materials for Team Talk meetings.
• Prepare and deliver amenities to hotel partners.
• Maintain the amenity closet by monitoring inventory, restocking supplies, and ensuring cleanliness and organization.
• Update and maintain CRM member account records.
• Support the development and distribution of the Member Newsletter.
• Assist in managing members-only social media channels.
• Gather event photos and attendance data and prepare post-event sponsor recap materials.
• Coordinate event logistics, including preparation, registration check-in, setup, and teardown.
• Monitor and respond to inquiries received through the Member Help inbox.
• Support the planning and execution of departmental flash events.

Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• 1-3 years of administrative, office support, or coordination experience.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Strong attention to detail and problem-solving abilities.
• Professional, reliable, and customer-service oriented.
• Ability to maintain confidentiality and exercise sound judgment.
• Reliable transportation for off-site events, hotel deliveries or support planner visits.

Benefits Package

• Discretionary Bonus
• Company provided HSA Contributions.
• 401(k) plan with 4% match, and potential 2% annual profit share.
• Annual Paid Time Off:

3 weeks vacation [120 hours, accrual basis]

2 weeks sick time [80 hours]

3 personal days [24 hours]

13 holidays.

Application

Visit Salt Lake is an equal opportunity employer. We value diversity and encourage applicants from all backgrounds to apply. Only qualified candidates will be contacted for an interview. We thank all applicants for their interest in joining our team.

Final candidates will be subject to a background and reference check. E/O/E