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Executive Assistant to CEO

Organization: Visit Fort Worth
Date Posted: 11/2/2018
Date Needed: 12/16/2018
City: Fort Worth
Location: Texas
Country: United States
Primary Category: Sales
Type of Position: Full-Time
Education Requirement: Bachelor's
Experience Requirement: 5-10 years

Description & Details



·         Provide administrative support to the President & CEO; schedule and attend all meetings of the Visit Fort Worth and Fort Worth Tourism Public Improvement District’s Board of Directors and Executive Committee; prepare and distribute meeting collateral and prepare minutes of said meetings.

·         Coordinate, assemble and edit the production of various reports to the Visit Fort Worth and FWTPID Board of Directors.

·         Maintain executive office files, including Board minutes.

·         Maintain appointment and travel calendars for the President & CEO.

·         Prepare expense reports for the President & CEO.

·         Perform related duties as may be assigned by the President & CEO.




·         Provide administrative support to Vice President of Meeting Sales, schedule and attend all Meeting Sales meetings; prepare and distribute meeting collateral and prepare minutes of said meetings.

·         Create new account/lead files as requested by sales managers, following proper procedures.

·         Data entry using Simpleview, industry CRM.  Maintain sales account files and distribute sales bookings and correspondence to hotels utilizing Simpleview and other appropriate means.

·         Prepare site itineraries, confirm accommodations and travel for sales manager and customers when needed. Set and confirm appointments with hotel partners and meal functions during site(s).

·         Utilize appropriate format for correspondence, to include letters, memos, reports, emails, electronic bid book and other documents.

·         Support other meeting sales assistants, when necessary, in situations when work load is deemed excessive.  Also, during times of vacation, medical leave, etc.

·         Coordinate with travel agent, all airline travel for meeting sales team

·         Receive and distribute messages, client requests, and information for sales personnel, in a professional manner.

·         Maintain a professional dialogue, with Fort Worth partners, to include becoming a liaison for hotel sales personnel to ask questions and request information with regards to leads and use of Simpleview.

·         Perform duties requested by the Vice President, Meeting Sales, Assistant Vice President, Meeting Sales and sales managers to include, but not limited to, copies, scanning, event follow-up, information retrieval, and other assistance needed.

·         Pre- and post- trade show preparation (includes packing and shipment of collateral, tradeshow exhibit booth; registration of managers, hotel reservations and confirm airline). 

·         Prepares and processes necessary invoices, check requests, and travel expenses reports on as need basis.

·         Prepare and complete special projects and assigned responsibilities with accurate work and meeting deadlines

·         Prior experience in the sales department and/or hotel preferred


How to Apply / Contact


This is a position who will have a dual responsibility of assisting the President & CEO and also assisting the VP of Meeting Sales and a couple of Sales Directors.


Need to submit a Cover Letter & Resume to:

Texas Association of Convention and Visitor Bureaus
PO Box 1256
Denton, TX  76202
Phone: 940-999-1002
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