POSITION SUMMARY: Visit San Antonio is the official destination marketing organization for the City of San Antonio and is charged with marketing San Antonio domestically and internationally as a premier tourism and meeting destination, thus driving economic development and impact in the community.
The Executive Assistant provides comprehensive administrative support to the Executive Office, which includes the President and Chief Executive Officer, Executive Vice President of Sales and Chief Strategy Officer, and Chief of Staff. This role ensures the efficient management of day-to-day operations, including multitasking on various high-priority projects, calendar coordination, communications, and supporting board coordination efforts. Reporting directly to the Chief of Staff, the Executive Assistant plays a crucial role in optimizing the time and productivity of the entire executive team and supporting the overall success of the Executive Office. This position reports to the organization's Chief of Staff.
Key Responsibilities:
Administrative Support:
Provide administrative support to the Executive Office, which includes the President and Chief Executive Officer, Executive Vice President of Sales and Chief Strategy Officer, and Chief of Staff. Tasks include managing calendars, scheduling meetings, and coordinating appointments across the executive team.
Handle all executive correspondence, including drafting, reviewing, and responding to emails, letters, memos, and other communications on behalf of the executive team.
Prepare reports, presentations, and briefing documents for the executive team, ensuring all materials are accurate and professionally presented.
Multitask across various projects and priorities to ensure seamless support for the executive team.
Board Coordination:
Coordinate with the Executive Office on board-related matters, assisting with meeting preparation, documentation, and correspondence with board members.
Ensure board agendas, meeting minutes, and related materials are accurately prepared and distributed in a timely manner.
Calendar Coordination:
Coordinate and manage complex calendars for the Executive Office, ensuring meetings and appointments are prioritized and aligned with the strategic goals of the organization.
Anticipate scheduling conflicts and proactively resolve them by rearranging appointments and coordinating with relevant stakeholders.
Travel Coordination:
Arrange and manage complex travel itineraries for the Executive Office, including flights, accommodations, ground transportation, and any necessary travel documentation.
Ensure all travel arrangements are efficient, cost-effective, and aligned with the executives' schedules.
Meeting Management:
Organize and coordinate meetings for the executive team, including preparing agendas, taking minutes, and ensuring follow-up on action items.
Serve as the primary point of contact for internal and external stakeholders seeking to engage with the executive team.
Project Management:
Assist the executive team with special projects and high-priority initiatives, tracking progress, coordinating with stakeholders, and ensuring deadlines are met.
Provide research, analysis, and reporting on various topics as requested by the executive team.
Confidentiality:
Handle highly sensitive and confidential information with the utmost discretion, maintaining a high level of professionalism in all interactions.
JOB REQUIREMENTS: • Bachelor's Degree from an accredited college or university with major coursework in Business, Public Administration, or a related field. • Minimum of 5-7 years of experience as an executive assistant, with a focus on supporting multiple C-level executives. • Valid Class 'C' Texas Driver's License
APPLICANT INFORMATION: • If selected for this position, official transcripts, diplomas, certifications and licenses must be submitted at the time of processing. Unofficial transcripts and copies of other relevant documents may be attached to the application for consideration in advance. • Please be advised that if selected for this position, information regarding employment history as it relates to the qualifications of this position will be needed for employment verification. Applicants claiming military service to meet the experience requirement for this position may attach a DD214 to the application.
Applicants selected for employment with Visit San Antonio in this position must receive satisfactory results from pre-employment drug testing and background checks. If required for the position, a physical, motor vehicle record evaluation, and additional background checks may be conducted.
KNOWLEDGE SKILLS AND ABILITIES:
Knowledge of record keeping procedures and practices.
Knowledge of modern office procedures, methods, and computer equipment.
Knowledge of organizational policies, procedures, and administrative systems
Ability to perform responsible and difficult administrative office duties involving the use of independent judgment and personal initiative.
Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Ability to schedule and coordinate projects, set priorities, and adapt to changing priorities.
Ability to maintain confidential data and information for division, section, or office staff.
Ability to work independently in the absence of supervision.
Ability to establish and maintain cooperative working relationships with those contacted in the course of work including the Board of Directors, City officials, management staff, employees, and the general public.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and projects simultaneously. • Exceptional written and verbal communication skills. • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Ability to maintain confidentiality and handle sensitive information with discretion. • Strong interpersonal skills, with the ability to interact effectively with all levels of the organization and external stakeholders.
PHYSICAL REQUIREMENTS:
Physical requirements include visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate computer keyboard. Subject to sitting, standing, lifting and walking to perform the essential functions.
This position is a fulltime position, subject to local travel and/or some evening and weekend hours on an as needed basis. Visit San Antonio offers a competitive benefits package including paid holidays and annual leave, health & wellness plan options, and retirement plan options. Visit San Antonio is an equal opportunity employer. Applications from men, women, individuals with disabilities, veterans, and people of diverse cultural backgrounds are encouraged to apply.
To apply for this position, please send your application, resume, and cover letter to jobs@visitsanantonio.com