Flexible workplace, work environment and excellent benefits
Telecommuting is allowed.
The Assistant, Executive Office, and Partnerships & Alliances provides principal administrative support to the responsibilities of the Chief Executive Officer, Chief of Staff and Partnerships & Alliances.
The position reports to the Chief of Staff. Join the team of outstanding professionals at DDC, where we offer excellent benefits, an open workplace culture focused on DEI and have fun promoting the city we love. DDC offers 10% 401-k employer match, 100% of commuter benefits and more. Employees are currently working 2 to 3 days from home. This position requires four days in office during the employee's probationary period.
Destination DC (DDC), the official convention and tourism corporation for our nation's capital, is looking for you, a person who is passionate about Washington, DC and the travel industry to join our organization.
Join the team of outstanding professionals at DDC, where we offer excellent benefits, an open workplace culture focused on DEI and have fun promoting the city we love. DDC offers 10% 401-k employer match, 100% of commuter benefits and more.
Essential Duties and Responsibilities (include the following, but are not limited to)
Drafts, edits and formats letters, memos, presentations, and other documents.
Maintains appointment schedule for the President with support from Chief of Staff; oversees travel arrangements, coordinates transportation, and transports President when necessary.
Maintains up-to-date contact information for stakeholders, affiliates, and associated for the Executive Office.
Develops and maintains a positive rapport with our stakeholders and affiliate organizations.
Supports Chief of Staff, President & CEO and Executive Team during quarterly Executive Committee and Board of Director's meetings.
Maintains office supplies for the Executive Office.
Creates and mails meeting notices, invitations, etc.
Coordinates attendees for special events and maintains up-to date Executive Office VIP lists within DDC's CRM, Simpleview with support from Chief of Staff.
Coordinates facilities for and attends various meetings; records, transcribes and distributes minutes of those meetings.
Contacts meeting attendees to determine who will be in attendance and relays this information to the appropriate parties.
Reviews calendar and outstanding projects weekly with the Chief of Staff to prioritize and ensure that all due preparation is completed for the President & CEO
Ensures that the Chief Executive Officer has all necessary information and materials for meetings, speaking engagements, travel, and events.
Manages projects for the organization. Coordinates with other departments to ensure all components are completed in a timely manner and has overall responsibility for the quality of the finished product.
Maintains confidential administrative files.
Maintain awareness of what is going on in the organization, the DC hospitality community, and the travel industry.
Prepares invoices and expense reports for payment.
Executes all other duties as assigned by the Chief of Staff and President & CEO.
FINANCE & ADMINISTRATION
Responsible for back up to Administrative Services Coordinator
PARTNERSHIPS & ALLIANCES
Tracking of Destination DC's communications and partnerships activities with respect to member and partner recognition and logging that information into the Simpleview database.
This includes the following. The volume of information varies, expect up to 7 hours/week.
Visitor Services inquiries (up to 2 hours/week)
Communications report (1 hour/week)
org content summary (6 hours/every 2 weeks)
Journalist Newsletter (2 hours/quarter)
Spending reports (5 hours/quarter)
In-kind partnerships, (3 hours/quarter)
Dining & Driving
American Experience Foundation
In-kind partnerships (1 hour)
Ad hoc press releases (up to 1 hour/month)
Experience, Competencies & Education
Minimum two to four (2-4) years progressive administrative support experience with a high-level executive.
Bachelor's Degree (B.S./B.A.) from four-year college or university in English, management, sales, marketing or related field.
Ability to read, analyze, articulate, and interpret general business periodicals, professional journals and technical procedures.
Excellent written and oral communication skills.
Ability to manage and prioritize assignments and projects.
Superior organizational skills and attention to detail
Advanced knowledge of databases including Simpleview (used by Destination DC) or similar (such as SalesForce), Excel and Power point.
Willingness to work evenings and weekends.
Willingness to travel.
Technical proficiency with Microsoft Office and destination management software systems required.
A polished and professional demeanor.
Discretion and diplomacy with sensitive information.
Innovative and proactive work style.
The position requires interaction with staff, clients, partners and members, the candidate must be fully vaccinated for COVID-19.
Destination DC, the lead destination marketing organization for the nation’s capital, is a private, non-profit membership organization of nearly 1,000 businesses committed to marketing the area as a premier global convention, tourism and special events destination with a special emphasis on the arts, cultural and historic communities.