Photo: David Newman

Convention Services Coordinator

Convention Services Coordinator

This position provides administrative and servicing support to the Convention Services department, assists housing services for select city-wide conventions utilizing Passkey, and provides service to in-house meeting groups ranging from 10-1,000 attendees on average.

The successful candidate will be a demonstrated self-starter who takes initiative, is responsible and extremely organized and who exhibits excellent and consistent follow through. There are lots of moving parts in this position, so candidate must be able to handle multiple projects and priorities with poise, enthusiasm, accuracy and efficiency.  We’re looking for someone who understands and embraces Visit Seattle’s mission, who is highly service and team-oriented and who is able to deliver consistently top-level service to both internal and external customers.  This position requires a lot of contact with clients and partners, so the successful candidate will be very personable and professional in their communication style and demeanor.  We are looking for someone with a true interest in working and growing in the hospitality industry.


TO APPLY:   Send cover letter and resume to resumes@visitseattle.org or apply through our online Career Portal

ESSENTIAL JOB FUNCTIONS:

Provides administrative and servicing support to Convention Services department to include:

  • Creates Planning Visit itineraries, makes appointments and reservations
  • Convention data collection and reporting
  • Wrapping and delivery of client gifts
  • Sending thoughtful email alerts to community partners about upcoming large meetings
  • Represent Visit Seattle at company and client sponsored events
  • Housing Services; execute hotel reservation functions using Passkey including reservation reporting, managing hotel blocks at multiple hotels, and providing personal assistance directly to guest
  • Support special projects and initiatives

 

Group servicing to include:

  • Provide Convention Servicing to in-house groups (groups using one hotel)
  • Communicate effectively and professionally with meeting professionals to determine their needs
  • Prepare bulk brochure and banner shipments
  • Working knowledge of Visit Seattle partners; gather information and research the offerings of partners, city and Pacific Northwest; make recommendations based on this knowledge

 

THE SUCCESSFUL CANDIDATE WILL HAVE THE FOLLOWING EXPERIENCE AND QUALIFICATIONS:

  • Bachelor’s degree in related field preferred
  • Hospitality experience preferred
  • 2 years relevant administrative experience required
  • Working knowledge of Passkey reservation system for housing
  • Proficient in Microsoft Word, Excel and Outlook programs
  • Exceptional communication and organizational skills
  • Able to work efficiently and accurately with minimal supervision
  • Strong service approach with both internal and external customers
  • Consistently positive attitude and professional demeanor
  • Demonstrated initiative and self-motivation
  • Must be able to speak, read, write and understand the primary language, English, used in the workplace.
  • Must be comfortable in client facing situations, and enjoy meeting and hosting guests around Seattle.

PHYSICAL DEMANDS:

The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to:

  • Stand; walk; sit; use hands to finger, handle, feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell.
  • The employee must occasionally lift and/or move up to 30 pounds.
  • Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  • This job will include occasional travel, varying hours, as well as weekend work.

WORK ENVIRONMENT:

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing most of the duties of this job, the employee may not be exposed to weather conditions. The noise level in the work environment is usually moderate.

Chief Seattle bust in Pioneer Square Photo: David Newman

EQUAL OPPORTUNITY EMPLOYMENT

Visit Seattle is an equal opportunity employer. It is Visit Seattle’s policy that employees and prospective employees be treated with respect and without discrimination because of their age, marital status, race, color, national origin, religion, creed, sex, sexual orientation, veteran status, the presence of any sensory, mental or physical disability, the use of a trained guide dog or service animal by a disabled person, or any other legally-protected status. It is our policy to conform to all applicable laws and regulations affecting all protected classes. It is Visit Seattle’s policy to comply with the Americans with Disabilities Act and other laws prohibiting discrimination against applicants or employees with disabilities. Visit Seattle will provide reasonable accommodations to qualified applicants and employees with known physical or mental disabilities in all the terms and conditions of employment, including the recruitment and hiring process.

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