Convention Sales Assistant : Official Travel Source

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Convention Sales Assistant

  • Louisville Tourism

Position Type:
  • Full Time

  • First

  • Destination Marketing Organization

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Application Deadline: 2024-02-29 16:04:58


The Convention Sales Assistant supports the Sales department in all aspects of the Convention sales process. Provides administrative, sales, and project management support to Sales Managers and Directors.



· Prioritizes workload to meet deadlines of managers.

· Ensures all correspondence, letters, emails, proposals, etc., both internal and external, are accurate and professional.

· Process mail and prepare outgoing UPS, Federal Express, or Courier materials.

· Serve as backup for Convention Sales Coordinator, other Convention Sales Assistants, and other areas as needed.

· Effectively, efficiently, and professionally communicate with hotels, attractions, partners, and clients.

· Process invoices through Sage Invoice System and input budget numbers for respective sales managers based on the fiscal year’s budget.

· Prepare multiple monthly expense reports through Concur Expense System.

· Learn and maintain knowledge of the SimpleView CRM database, Microsoft Office, and SendSites Proposal Systems.

· All other administrative duties and any special projects as assigned.


· Assist managers and directors with entering leads into Simpleview, following up with facilities and/or hotels, sending reminders/maintaining e-bid deadlines, and creating proposals through SendSites.

· Manage and send out verification forms and definite processes.

· Assist with preparations for client site visits, meetings (both internal and external), and FAM tours, including accommodations, transportation, itineraries, amenities, appointments, signage, food/beverage, etc. 

· Handle Reunion group leads under the supervision of a sales Manager.


· Assist and help execute client presentations, out-of-market sales call missions and special events.

· Support Directors in scheduling and executing quarterly Director of Sales Meetings.

· Assist with planning and execution of industry shows and special events.


· Two or more years of experience as an administrative assistant, with preference given to experience in the hospitality industry or in a sales environment

· Proficient in Microsoft Office, able to quickly learn new databases and systems.

· Must have good planning and organizing skills.

· Ability to balance and complete multiple projects concurrently and accurately in a fast-paced environment.

· Ability to communicate effectively in a friendly, positive manner.

· Data entry experience with a CRM database preferred.

· Proactive and self-driven individual