Careers

Job Title: Office Admin
Reports To: Executive Director
FLSA Classification: Non-Exempt/ Hourly
EEO Code: Professional
Version Date: June 2, 2023

Job Summary

This position will provide a variety of administrative support for the day-to-day operations of the Petoskey Area Visitors Bureau. This includes providing guests with destination information, fulfilling materials requests, processing invoices, and coordinating member meetings and communications.

Essential Functions

• Establish a strong working relationship with the visitor bureau team, board of directors, members, and community partners.
• Assist with inbound phone calls, e-mails, and in-person requests for destination information and recommendations. This includes tracking all requests and coordinating the bulk fulfillment of materials.
• Plan, schedule, and document monthly bureau board meetings and the annual bureau member meeting. This includes working with the member properties on setting meeting locations, coordinating refreshments, producing meeting materials, and taking meeting notes/minutes.
• Work with the Executive Director on processing and paying vendor invoices, including, coding invoices, issuing checks, gathering authorization signatures, and check distribution.
• Coordinate and execute the annual board election process and track appointments to support committees.
• Assist the Executive Director in managing the tracking and processing of outside underwriting requests for local/regional events.
• Coordinate and track the bulk distribution of destination merchandising materials (Travel Guides) to various suppliers and stakeholders. This includes rack distribution partners, tourism welcome centers, and other regional CVBs.
• Assist the bureau staff in establishing a materials and information archive for the organization.
• Other duties as identified by the Executive Director to support the growth and development of the organization.

Qualifications

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or the ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education

• Required: Associate’s Degree / Equivalent Experience

Work Experience 

• Required: 3-5 Years of Related / Relevant Experience

Skill Set

• Must possess strong organizational, verbal, and written communication skills, including phone etiquette, the ability to document meeting notes/minutes, and basic copy-editing skills.
• Proficiency in using Microsoft Office (Word/Excel/PowerPoint/Outlook).
• Must be a self-starter with the ability to manage multiple projects simultaneously and maintain a strong workflow based on critical timing/deadlines.
• Must have strong business ethics and understand the confidential nature of the information that they will manage in this role.
• Possess a strong background and working knowledge of the Petoskey Area (Petoskey/Harbor Springs/Alanson/Bay View/Bay Harbor/Boyne City).

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

Working Conditions