Job Title: Executive Assistant Mission: We will exceed the expectations of our guests by personally providing individualized service and the finest facilities in the State of Mississippi. Reports to: Director and Communication/Advertising Manager
General Description: This position serves as Executive Assistant to the Director as well as the Administrative Office staff of the Hattiesburg Tourism Commission (VISITHATTIESBURG) and the Hattiesburg Convention Commission, which manages and operates the Lake Terrace Convention Center, Saenger Theater, Hattiesburg Visitors Center, Historic USO Club Museum and the Historic Eureka School Museum. This position is responsible for a variety of administrative functions in providing assistance to the Director. This position is the conduit through which information travels from the Director's Office to Board Members of the Hattiesburg Tourism Commission, Board Members of the Hattiesburg Convention Commission, as well as management and personnel. Employee prepares and maintains a scheduling calendar for the Director. Employee prepares and maintains current files including correspondence, industry reports, public records and confidential documents. The Executive Assistant composes and types letters, inter-agency correspondence, memorandums and other material as requested. In addition, the employee records the minutes of Tourism Commission meetings and Convention Commission meetings and prepares and assembles all documentation (including agendas, reports, minutes, bylaws, etc.) for all Board Meetings. This employee assists the Director in gathering information, research and drafting position statements on various issues. This position requires a person who is highly organized, professional, and one who can work cheerfully and efficiently with staff, the public and community leaders. Specific Duties: Receive incoming calls and visitors for the Director. Sort and review mail for Director and staff. Maintain calendar for Director and schedule meetings and appointments as needed. Maintain master calendar of office activities. Maintain files of names, addresses, telephone numbers of appropriate contacts. Maintain restricted and confidential files and documents for Director. Compose and type letters, general correspondence, memorandums and directives. Updates various manuals of the Tourism and Convention Commissions, including personnel, policy and Board manuals. Proofread special reports, papers and documents prior to distribution to insure professional quality. Assist in gathering information, research and drafting of papers on various issues. Coordinate staff training program. Serve as point of contact for computer/technical support. Serve as purchasing agent for office materials. Serve as liaison between staff and Administrative offices Team Player - From time to time, members of our department, as well as members of other departments are going to need an extra hand to get things done. Please help them. They’re a customer you see everyday, and hopefully, they'll do the same for you when you need a hand! Qualifications This position requires excellent communication, organizational and technical skills. It requires the ability to effectively interact with all staff members as well as community leaders. It requires the ability to work under above-average pressure in meeting urgent deadlines and to occasionally work long or irregular hours as dictated by schedules and project timetables. This position requires considerable knowledge of office practices and procedures. This position requires the ability to compose letters and papers independently following established guidelines. It requires excellent grammar, syntax and language skills. It requires the ability to type with speed and accuracy. It requires the ability to organize and effectively process and maintain records and activity files. It requires the ability to maintain confidentiality. It requires the ability to work in a moderately independent environment. This position requires extensive knowledge of word processing software, spreadsheet software and comfort with personal computing equipment.
Minimum Requirements Required: Post-secondary education in business technology or related subjects. Three or more years experience as secretary or assistant to administrator. Extensive experience with personal computers in a Windows7 environment. Knowledge of PC-based word and data processing required. WordPerfect7 experience a plus. Ability to demonstrate good oral and written communications. Ability to anticipate and effectively deal with a significantly large number of details with concurrent and overlapping deadlines for completion. Combined education/experience may be evaluated to meet minimum requirements. A valid state driver's license is required.