Administrative Assistant, Sales & Services
About the Company
Meet Minneapolis is dedicated to fostering the economic and social prosperity of the Minneapolis community by attracting visitors, meetings, and events that support local jobs and businesses. Our mission is to generate critical revenues that benefit the community and enhance its vibrancy. We are committed to serving our diverse community through core values of Service, Collaboration, Inclusion, Passion, and Integrity. Recognizing the importance of our team’s contributions, we strive to create a culture where everyone can thrive, find purpose in their work, and contribute to our collective success.
About the Role
The Sales & Services Administrative Assistant plays a vital role within the Destination Sales department, ensuring the smooth operation of the sales process and supporting the sales and services teams. This position is responsible for managing administrative tasks such as scheduling, data entry, communication, and supporting client interactions. The role requires a proactive and organized individual capable of handling multiple responsibilities efficiently. The assistant will serve as a key liaison between clients, hotel representatives, and internal teams, facilitating effective communication and operational excellence.
This position involves supporting the entry of leads for groups under 200 room nights, assisting in sales activities, and providing logistical support for events and client site inspections. The role also involves supporting the services team with customized maps, trade show materials, and onsite event support, contributing to the overall success of the department’s initiatives.
Responsibilities
- Support assigned sales and services representatives by managing schedules, preparing proposals, and following up with clients and hotel partners
- Input and maintain sales leads in the CRM system (iDSS), ensuring data accuracy and timely updates
- Act as a liaison for hotel staff and convention sales personnel, maintaining hotel contact lists and access permissions, and providing training/support as needed
- Assist in scheduling client site inspections and building detailed itineraries for site visits
- Coordinate travel arrangements for clients and sales team members
- Prepare e-proposals, PowerPoint presentations, and distribute sales collateral
- Provide reception relief and office coverage as needed to ensure seamless operations
- Create customized maps using Adobe Illustrator and Threshold 360 to support sales initiatives
- Coordinate the preparation, packing, shipping, and billing of promotional materials for tradeshows and events
- Distribute services leads, support hotel requests for information or materials, and assist with onsite event logistics
- Input purchase orders into Sage, ensuring accuracy and adherence to approval processes
- Support other departmental projects and duties as assigned to contribute to team success
Qualifications
- Minimum of two years' experience in administrative support or inside sales roles
- Experience in tourism or hospitality industry preferred
- Associate degree or higher preferred but not mandatory
- Proficiency in office software including Word, Excel, Outlook, and PowerPoint
- Experience with database management systems preferred
- Ability to learn industry-specific software such as iDSS, FuturePace, Adobe Illustrator, Threshold 360, and Sage
- Strong organizational and multitasking skills
- Excellent verbal and written communication skills
- Customer service-oriented with professional business etiquette
- Ability to work independently and as part of a team
Benefits
- Comprehensive health insurance including medical, dental, and vision coverage
- Short-term and long-term disability insurance
- Life insurance coverage
- Retirement plan with 401(k) options
- Paid vacation and sick leave
- Parental leave and personal volunteer time off
- Opportunities for professional development and growth