Sales Administrative Assistant

Come join the dynamic team at the Reno Sparks Convention and Visitors Authority (RSCVA), where we don't just market destinations-we create them!


As Northern Nevada's premier destination marketing organization, we're on a mission to showcase the incredible beauty, vibrancy, and adventure that Reno, Sparks, and the Tahoe region have to offer. From crafting unforgettable visitor experiences to driving tourism and economic growth, we're passionate about putting our region on the global map.

Our three facilities include the Reno Sparks Convention Center, the Reno Sparks Events Center, and the National Bowling Stadium.

But that's not all, working with RSCVA means being part of an organization that's officially recognized as a Certified Amazing Workplace ! We're dedicated to fostering a collaborative, innovative, and fun environment where our team members thrive.


If you're looking to make a meaningful impact while being part of a supportive and inspiring culture, RSCVA is the place for you. Let's elevate Reno Tahoe together!

POSITION SUMMARY:

This position is responsible for providing overall administrative support to help facilitate the efficient operation of the Sales Office. This role supports Sales Team employees through a variety of tasks related to organization and communication. The Sales Administrative Assistant is expected to be able to work without close supervision and perform a variety of duties that include but are not limited to, answering phones, maintaining electronic files, processing check requests, and creating amenities as requested. . The Sales Administrative Assistant is responsible for confidential and time-sensitive material. The Sales Administrative Assistant must possess the ability to effectively communicate in English via phone, in writing and via email. The Sales Administrative Assistant must ensure all duties are completed accurately and delivered with high quality in a timely manner. This position may, on occasion, interact with RSCVA leadership, community business partners, and outside vendors.

JOB DUTIES AND RESPONSIBILITIES:

• Professionally answer and route incoming general inquiry calls.
• Check voicemails (personal and general sales line).
• Organize meetings by collecting agenda items, preparing meeting location/date and distributing meeting materials to attendees. Ability to take detailed meeting minutes and distribute to attendees in a timely manner.
• Knowledge of computer processes and demonstrates knowledge of MS Office and other web-based applications.
• Assist the Director of Sales Operations, Sales Event Managers and Destination Experience Managers with invoice and sponsorship payments.
• Obtain new vendor packets from clients for payment processing.
• Create and submit check request to Finance as needed.
• Work on the preparation of mailing cards and client gifts.
• Mail various items to remote Sales Team.
• Pull various reports from CRM systems.
• Send pickup reports to hotels.
• Support the remote Sales Team when they are traveling or out of the office with lead input into CRM system.
• Distribute Scheduling memos prepared by Sales Managers/Directors.
• Assist Executive Systems and Sales Administrator in preparation of Bid Books.
• Table Management for In-house groups.
• Pull Tourism reports.
• Enter Tourism and Meetings & Convention leads as needed.
• Assist the Sales & Tourism Teams with lead follow-up when they are out of the office or traveling. Work in unison with Destination Experience Managers to track and execute financial Concessions & Commitments for group bookings.
• Prepare invoices in support of Sales & Tourism teams for partner event participation.
• Consistently facilitate positive, interpersonal relations with all constituencies; cooperate harmoniously with others in the accomplishment of the RSCVA's strategic goals and objectives.
• Maintain professional and productive atmosphere and appearance.
• Report to work as scheduled and/or requested.
• Performs other duties as assigned or requested.
• Support the Destination Experience Managers with duties as needed. Including but not limited to site itineraries, booking flights, hotel rooms, rental cars and amenities.
• Is knowledgeable in the RSCVA Safety Program and takes necessary steps to maintain a safe work environment. Adheres to safe work practices to prevent injuries.
• Consistently demonstrates positive, interpersonal relations with all constituencies; cooperates harmoniously with others in the accomplishment of the RSCVA's strategic goals and objectives.
• Establishes and maintains effective working relationships with others.
• Adheres to attendance and punctuality requirements per RSCVA policy. Provides proper notification for absences and tardies. Takes corrective action to prevent recurring absences or tardies.
• Uses time effectively and constructively. Does not abuse supplies, equipment, and service.
• Observes all RSCVA and departmental policies governing conduct while at work (e.g., telephone and computer use, electronic messaging, smoking regulations, parking, breaks and other related policies).
• Performs other duties as assigned or requested.

BENEFITS: The Reno-Sparks Convention & Visitors Authority offers a comprehensive benefits package to all full-time employees:

• 100% employer paid Medical, Dental, Vision, Group Life, Long-term and Short-term Disability Insurance for employees.
• 50% employer paid Medical, Dental, Vision and Group Life Insurance for dependents.
• Enrollment in the Public Employees Retirement System of Nevada 100% employer paid contributions.
• Paid vacation and sick time.
• 12 paid holidays and 1 floating holiday.
• 457(b) Deferred Compensation plan.
• Additional voluntary supplemental insurance programs

JOB QUALIFICATIONS:

• Minimum of 2 years of administrative assistance experience.
• Must be computer-literate and proficient in various software programs, such as Microsoft Word, Excel, Outlook, PowerPoint, and Adobe.
• Possess excellent organizational skills and attention to detail.
• Ability to effectively communicate, both in writing and verbally, with staff, supervisors, visitors, vendors, and the public.
• Ability to review and understand all necessary documentation and reports.
• Ability to understand and carry out verbal and written instructions; establish and maintain cooperative working relationships; work independently in the absence of supervision.
• Ability to multi-task.

WORKING CONDITIONS / ESSENTIAL FUNCTIONS:

• May be exposed to various temperatures inside the building and outside the building, airborne particles, chemicals, and fumes.
• The noise level in the work environment is usually moderately quiet while in the office, or moderately noisy when in the field.

PHYSICAL REQUIREMENTS:

• Sit, Stand, walk, squat, bend (at neck and waist), twist, reach above & below shoulder level as needed during the shift.
• Simple grasping as well as repetitive use of hands and fine hand manipulation are needed to accomplish essential functions.
• Frequently required to talk or hear.
• The employee is occasionally required to climb or balance, stoop, kneel, and crouch.
• Specific vision abilities required include close, distance, color, and peripheral vision, depth perception, and the ability to adjust focus.
• Lift up to 15 lbs. on an occasional basis.