Career Center

OVERVIEW:

The Administration Manager is part of the Greater Raleigh Convention and Visitors Bureau (GRCVB) (Visit Raleigh) Administration Department and is responsible for internal administrative, accounting, and human resources support for the President & CEO, Executive Vice President, and Director of Finance and Human Resources.

EXPECTATIONS:

• Demonstrate effective project management from initiation through delivery.
• Ensure each project or assignment is completed on time and with superior quality and will closely align with the administrative team on all projects.
• Friendly attitude, versatile, a self-starter, analytical as well as organized.
• Represent the Bureau in a courteous and professional manner when dealing with staff, board members, community leaders, partners, and the public.

RESPONSIBILITIES:

Executive Team/GRCVB Board/Administration

• Works closely with the President & CEO on preparations for the GRCVB board of directors and GRCVB board committee meetings. Prepares preliminary agenda, meeting notice and minutes from meetings. Assists with onboarding new board members. Sets up and takes down meeting rooms; arranges refreshments for GRCVB board and GRCVB board committee meetings as required. Distributes minutes from meetings following approval by the GRCVB Board Secretary or another committee chair.
• Composes confidential correspondence, reports, agendas, notices, minutes, presentation files, resolutions, and other documents as directed by President & CEO and Executive Vice President.

Accounting and Human Resources

• Record cash receipts.
• Review invoices for proper documentation and general ledger account codes.
• Enter invoices into ExpenseWatch system.
• Download/transfer information from ExpenseWatch system to Quickbooks.
• Pay invoices via check, ACH, or wire transfer.
• Research and resolve any accounts payable related transaction discrepancies.
• Expense report management for President & CEO and Executive Vice President.
• Assist with monthly reconciliation of credit card transactions within the ExpenseWatch system.
• Assist with invoicing GRCVB partners for events, tradeshows, and local organizing committee sponsorships.
• Prepare bank deposits as needed.
• Update job descriptions, handbooks, policies as requested.

GRCVB Annual Meeting

• Manages GRCVB Annual Meeting logistics including event contracts, mailings, and attendee registration emails, in overall coordination with the GRCVB Marketing and Communications Department. Average annual attendance at meeting is 250.

Office Management

• Responsible for facility operations and office environments including work rooms, conference rooms, kitchens, and public areas of GRCVB office spaces; schedules work orders and requests with building landlord for needed repairs; parking liaison with Highwoods Properties; liaison with the landlord for their facilities crisis plan (fire alarms, fire drills, bomb threats, evacuations etc.).
• Responsible for office equipment maintenance and repair. Anticipates needs for office equipment.  Research costs and presents options to Director of Finance and Human Resources.
• Inventories, orders, and maintains all office supplies.
• Prepares the daily outgoing mail, inquiry fulfillment and miscellaneous mailings with GRCVB departments.

REPORTS TO:
Director of Finance and Human Resources

WORKING ENVIRONMENT:
First three months of employment will be in office for training.  After that time, a combination of in-office hours and telecommuting will be available based on Bureau needs and projects.

JOB-RELATED TRAINING AND EXPERIENCE:

• College degree in business or related field preferred
• Two to three years of experience in administrative management/project management preferred
• Advanced computer skills with required proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and Adobe Acrobat Pro
• Customer service/vendor/partner and leadership experience expected
• Positive attitude and adaptive demeanor when communicating with all staff
• Excellent written/verbal communication skills/proofreading ability

About Greater Raleigh Convention & Visitors Bureau (Visit Raleigh)

The Greater Raleigh Convention and Visitors Bureau, also known as Visit Raleigh, is the official and accredited destination marketing organization (DMO) for all of Wake County, North Carolina.

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