Photo: David Newman


Job description:

This position provides administrative support, project management and proactive assistance in all aspects of the work of the SVP (approximately 65% of time) SVP/CMO (approximately 15% of time) and VP (approximately 15% of time).  The successful candidate will be a demonstrated self- starter who takes initiative, is extremely organized, who exhibits excellent and consistent follow through, creativity and maturity.  This position requires flexibility:  the ideal candidate should be willing and ready to take on many types of project as the need arises with poise, accuracy and efficiency.   We’re looking for someone who understands and embraces Visit Seattle’s mission, who is highly service and team-oriented and able to deliver consistently top-level service to both internal and external customers.  The ideal candidate will also have a true interest in working and growing in the hospitality industry.


Competitive salary plus benefits package which includes a Paid Time Off program, 10 paid office holidays, employer-paid medical, dental and vision, ORCA card and 401k with employer matching.

Regular Office Hours:     Monday through Friday, 8:30am-5:00pm.  Additional hours as needed.


Send cover letter and resume to or apply through our Career Portal.


Essential Job Functions:

Administrative Support

  • Assist in travel planning.
  • Coordinate calendars.
  • Organize and compile updates for internal communications.
  • Organize team Travel & Meeting Authorization Forms (TAFs).
  • Facilitate Convention Sales budget to ensure reforecasting is done in timely manner.
  • Organize Convention Sales travel plan.
  • Assist with expense reports.
  • Facilitate and assist to ensure work plan is completed on time and supporting documents are provided for the WSCC Scope of Work.
  • Compile and update contents for the Sales month-end recap e-newsletter.
  • Maintain discretion and confidentiality of all Visit Seattle and personnel matters.
  • Perform other related duties and assignments as required.


Project Management & Proactive Assistance

  • Special projects as assigned.
  • Manage distribution and inventory of domestic airline vouchers, including sponsorship travel trade.
  • Administrative support for annual Event Innovation Forum.
  • Administrator of Sales Master Calendar.
  • Assist Events department as directed on special projects (trade show, special event activities, etc.)
  • Participate in cross training with other departments, as assigned.
  • Coordinate and assist in planning site visits, and hotel gatherings with members when requested.
  • Assist with internal and external meetings- Convention Sales, Convention Sales & Services, Sales Coordinators, Sales & Services Team Outings, Sales & Services Retreat, DOSM Meetings, WSCC Board, WSCC Marketing Committee Board, Visit Seattle Board, Visit Seattle Executive Committee Board, Marketing Roundtable, Hotel GM, Partner office visits & team invitations for industry events, to include agendas, minutes and distribution of communication.
  • Assist with monthly reports with Sales Operations Manager.
  • Create and organize PowerPoints and related materials necessary for VS and WSCC board meetings.
  • Provide backup for Sales Operations Manager.
  • Simpleview CRM Superuser.

Education, prior work experience and specialized skills and knowledge:

  • 3-4 years relevant administrative experience required.
  • Must possess strong technological skills including all Microsoft Office products and ability to learn new program systems quickly including SimpleView, Distribion, Word Press and Ungerboeck.
  • Ability to foster relationships, multi-task, adapt without direction, handle unexpected events, solve problems and proactively manage tasks and projects.
  • Demonstrated tact and judgment in dealing with many different types of stakeholders.
  • Strong service approach with both internal and external customers.
  • Exceptional communication and organizational skills.
  • Demonstrated flexibility and productivity especially under deadlines and stress.
  • Consistently positive attitude and professional demeanor.
  • Ability to independently organize, prioritize and oversee incoming information and requests.
  • Strong interpersonal skills to handle sensitive situations and confidential information.
  • Must be able to speak, read, write and understand the primary language, English, used in the workplace.

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.

  • Work involves working alone on the computer, collaborating as part of a team or working closely with others by computer or over the phone.
  • Must be able to move and lift 30 pounds.
  • Must be able to sit or stand at a desk for up to 8 hours per day.
  • Must be able to deliver packages on foot around the downtown core.
  • Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, listening and hearing ability and visual acuity.
  • Must have finger dexterity to be able to operate office equipment such as computers, printers, ten key, multi-line touch phone, filing cabinets, FAX machines, photocopiers, scanner and other office equipment as needed.
  • Occasional attendance at outside work functions.

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 will 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

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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