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Convention Administrative Assistant

  • Louisville Tourism

Position Type:
  • Full Time

  • First

  • Conventions & Venues

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Application Deadline: 2022-07-04 13:11:42

The Convention Administrative Assistant works with all areas of the Convention Development Department. Good communication skills, both written and oral are necessary. An understanding of sales methods, procedures, and techniques is also required.


  • Effectively and efficiently communicate with hotel/attraction partners and clients through email and phone.
  • Register sales staff for tradeshows, make travel arrangements, compile and ship all materials to show site.
  • Take minutes of meetings hosted by convention development staff and other departments as needed.
  • Coordinate meetings, both internal and external, from start to finish (i.e. invitations, RSVP’s, order food and beverage, room sets, audio visual components, prepare agenda and email minutes).
  • Responsible for weekly filing. Organize files when returned from sales manager, keeping up with all correspondence.
  • Assist in all aspects of client bid preparation including proposals, hotel/facility follow-up, putting together hard copy or electronic bid packages to meet requested deadline in a timely manner.
  • Assist with preparations for client site visit including making overnight accommodations, transportation, itineraries, amenities, appointments, signage, etc.
  • Process mail and prepare any outgoing UPS, Federal Express or Courier materials. These items are to be traced when needed.
  • Assist with the creation of Power Point presentations for sales calls and client meetings.
  • Learn and maintain knowledge of SimpleView office database.
  • Prepare manager’s expense reports through online platform Concur.
  • Serve as backup for other Convention Sales Assistants and switchboard.
  • Answer inquiries/prospective business calls.
  • Prepare files and verification form for Booking Audit.
  • Maintain budget sheets for the sales managers following the event and/or tradeshow.
  • All other administrative duties and any special projects as assigned.


  • Two or more years of work experience as an administrative assistant, with preference given to experience in the hospitality industry and in a sales work environment
  • Ability to effectively communicate in a friendly, positive manner internally as well as externally.
  • Ability to balance and complete multiple projects concurrently and accurately in a fast-paced environment in a timely manner.
  • Strong proficiency with Microsoft Office Suite - Microsoft Excel, Word, Outlook and Power Point, with ability to learn new databases and systems quickly.
  • Strong organization skills with an attention to detail.

Competitive salary with benefits available commensurate with experience.