This senior level administrative support position provides coordination of daily business activities and highly professional administrative support for the Tourism Innovation Division including the Executive Director’s office, Call Center, Marketing, Communications, and Sales Department. The primary focus of this position is to determine priorities and meet the administrative support requirements of the assigned staff.
Plan, coordinate, schedule, and attend internal and external meetings with external partners, consultants, and contractors. Provide onsite support at tradeshows, conferences, and special events as needed.
Anticipate and prepare materials needed by Division staff for conferences, appointments, meetings and inform staff of issues to be considered. As needed, assist with Board Committee and Board of Commissioners meetings.
Provide technical, operational, and administrative support to the Executive Director, Marketing, Communications, and Sales Department, the National Park Service, agencies of record, outside contractors and vendors, and Project Managers working on capital projects.
Communicate in person, via telephone, email and correspondence with the general public, BSD staff and officials, and representatives of other organizations. Compose accurate correspondence, reports, and records.
Prepare invoices, purchase orders, and check requests for goods and services required by the Division. Track receipts and payments. Provide project management support for capital projects.
Prepare and process financial and other reports. Audit these reports and distribute copies to appropriate parties. Monitor payments to outside vendors against expenses in budget.
Assist in the development, implementation, and monitoring of Division programs. Manage ongoing programs as assigned.
Provide project management support for key executive initiatives, division projects, and capital projects to ensure that they are completed with high quality and within the appropriate timeframes.
Periodically provide digital support for the technology supporting the mission of the Tourism Innovation Division.
Serve as the Records Retention Manager for the Division, responsible for the storage and timely destruction of records as outlined in the BSD Records Retention Policy.
Assist Division staff in the management and daily resolution of issues.
Purchase and maintain appropriate levels of supplies and materials as needed for the Division.
Schedule, book, coordinate and secure travel accommodations as requested.
Serve on internal committees as needed as well as serve as safety captain for Division.
Knowledge, Skills, & Abilities
Disposition: Requires high energy level and ability to sustain enthusiastic, optimistic approach. Creative, dynamic, adaptive, and flexible. Excellent Communication Skills: Ability to convey information effectively orally and in writing. Excellent interpersonal skills: Ability to interact effectively with others including listening and understanding; ability to establish credibility and trust. Coordination: Communicating with others to understand the needs of Division and other departments. Industry knowledge: Knowledge of/ familiarity with hospitality, and/or tourism industries. Marketing and Communications knowledge: Knowledge of/ familiarity with marketing, advertising, and public relations. Creativity: Ability to generate new ideas. Adaptability: Willingness to take on a variety of responsibilities for executives and work non-traditional hours as needed. Conscientiousness: Pays attention to details, accurately checks processes and tasks, and discovers and corrects errors. Judgment and Decision-making: Ability to gather and weigh information to come up with an effective decision. Time management skills: Effectively manage own and others’ time. Outcome-orientation: Accountable for results of efforts and activities, concern for goal achievement. Initiative: Ability to work independently. Technology: Experience in the use of Microsoft Office Suite tools. The ability to learn ticketing and reservations system.
Degree: High School Diploma/GED required. Two (2) year/Associates Degree preferred. Field: Business Administration, Marketing, or related field.
Years: Minimum of three (3) required. Field: Tourism, Hospitality, or related field. Marketing, advertising, and/or public relations experience desirable.
As an official partner of the National Park Service, Bi-State Development (BSD) shares a deep commitment to delivering excellence to visitors of Jefferson National Expansion Memorial (JNEM). In addition to operating the Arch’s tram system, the Call Center and the Gateway Arch Riverboats, BSD manages group sales. BSD also creates visitor itineraries, provides tour guides for the Tram Ride to Top and schedules the museum programming at Jefferson National Expansion Memorial.