Executive Assistant

Who We Are

Our Mission: The CRVA fuels the visitor economy with leadership and expertise in branding and destination-defining infrastructure through an unwavering commitment to its culture and employees.

Job Summary

The Executive Assistant to the VP of Venues provides executive and administrative assistance to the VP of Venues and performs a wide range of administrative and office management duties for CRVA venues.

Job ResponsibilitiesA. Essential Job DutiesManage a broad variety of administrative tasks for the VP of Venues including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.Manage calendar of events between the four CRVA venues.Works closely and effectively with the VP of Venues to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the VP updated.Manage correspondence to the VP of Venues including reviewing email and regular mail making sure VP stays up-to-date on responding to urgent emails. Answer VP of Venues telephone calls, assist callers, take messages as necessary and arrange meetings.Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the VP of Venues.Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service.Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners.Organize a variety of meetings and reserve meeting rooms as required for VP and other staff as needed.Assist in distribution of comp tickets for CRVA staff and board members.Lead catcher (phone, website, Cvent, Visit Charlotte) to qualify and distribute opportunities using CORE to appropriate sales account manager.Answer telephone assisting on routine questions about facility and upcoming events.Send out Qualtrics customer surveys and follow up with Starbucks card to those completed.Assist with building event profiles and gathering necessary event histories.Assist sales team in coordinating FAMS or client appreciation events.Maintain sales collateral inventory (hard copy & flash drives), assemble kits, and oversee updates using Podio with marketing as necessary.Facilitate annual price check with contractors and update sales collateral and team when necessary.Manage time off requests in ADP for VP’s direct reports.Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.Authorize monthly administration department invoices for payment.Manage the credit card reconciliation process for VP of Venues and additional directors as needed.Prepare portions of the annual Administration department budget.Provide administrative support to additional senior leaders on various projects as needed.Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.Highly resourceful team-player, with the ability to also be extremely effective independently.Welcomes guests and customers by greeting them in person or on the telephone, answering or directing inquiries.Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional organizations.May perform other duties as required.

B. Consistently deliver the best in customer service. Model and be accountable ensuring the customers are always put first by living the CRVA Service Philosophy to deliver memorable customer experiences.

C. Champion CRVA’s mission, vision and core values and comply with organizations policies and procedures.

Scope of Responsibility

This job has no budgetary responsibilities. This job assists with budget monitoring and invoice processing.This job will have periodic access to confidential data including financial statements, company records and/or minutes, customer quotes, product costs, and company plans, designs, and/or programs.

Supervisory Responsibility

This role will have no supervisory responsibilities.

Knowledge and Skill RequirementsExperience as an Executive Assistant or Personal Assistant, preferably a minimum of 5+ Years in an executive assistant or comparable role.Excellent oral and written communication skills.Immense energy, absolute integrity, and an A+ attitude.Sound judgment, decision-making ability, reliability, and confidentiality are critical to the performance and success of this position.Demonstrated expertise at communicating in both oral and written forms, including communication through technology (i.e., Microsoft Office Suite and other programs used to create and distribute reports and key information).Demonstrated ability to learn new, often complex, computer programs such as CRVA Core program and event/client management programming.Excellent organizational, time management, and multitasking skills.Familiarity with an office environment and knowledge of office procedures.Experience in exercising discretion and confidentiality with sensitive company information.Demonstrated ability to meet short deadline requests and work with limited supervision.

Education and Experience

Five plus years of executive assistant experience; Associates Degree (A. A.) or equivalent from two-year college or technical school preferred; or equivalent combination of education and experience is strongly preferred.To perform this job successfully, an individual should have knowledge of the Microsoft Office Suite.

Physical Demands

employee must regularly lift and /or move up to 10 pounds.vision abilities required by this job include Close vision. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to stand and walk.

Work Environment

The noise level in the work environment is usually moderate.

Travel Required

This job requires no travel.

What We Offer

Education ReimbursementMedical, dental, vision coverage ++ benefits457 PlanCRVA University Employee 1st CultureCORE ValuesNC Retirement System plan

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

Our “employee first” culture requires engagement and engagement can’t happen without the voices of many talented and diverse individuals charting our direction.

Diversity and Inclusion is a shared responsibility for every employee at the CRVA. We are committed to respecting, valuing, and celebrating the unique personal differences that make us a stronger organization. Diverse candidates are encouraged to apply.