Event Specialist

GENERAL STATEMENT OF JOB Provides administrative, operational, and clerical support for events staff, meeting planners, and other groups to facilitate successful events at the Destin-Fort Walton Beach Convention Center. EXAMPLES OF WORK • Responds to inquiries for information from leads coming to the Destin-Fort Walton Beach area and the Convention Center. • Identifies leads and new convention center business; distributes leads, inquiries, prospect lists, reports and information to industry stakeholders. • Coordinates and serves as primary point of contact for internal events hosted by the Okaloosa County Board of County Commissioners (i.e., preparing room diagrams, event orders, function schedules and disseminating event information); assists with external clients as needed. • Utilizes Client Relationship Management (CRM) software to track current and future clients, activities, correspondence, lost business and opportunities, industry supplier accounts, and process deposits and receipts. • Maintains an inventory of linen, skirting, etc. for events; dresses tables and places for pre-event setup and breaks down post-event. • Develops and maintains content calendars; ensures continuity with current event management software. • Distributes event and change order packets detailing events in the Convention Center; disseminates weekly schedule of events and coordinates with Tourist Development staff to add events to the destination website. • Performs administrative post-event follow-up activities (i.e., written correspondence, verify statistical data, and scanning documents). • Creates signage and graphics for the Convention Center website, internal promotional and directional displays, Tourist Development Council calendar, and marquee. • Develops presentations for tourism, Convention Center and TDD partner events, site tours, and familiarization tours; may assist with providing tours as needed. • Assists vendors with the procurement of exhibit-related products; processes payments, sends receipt confirmations and coordinates installation with the events and operations divisions. • Maintains electronic databases across various software programs to include files of event photography. • Performs other duties as assigned. MINIMUM QUALIFICATIONS Education, Training, and Experience: High school diploma or GED; supplemented by a minimum of one (1) year experience in the tourism, events, or customer service industry or marketing/promotional field; or an equivalent combination of training and experience which provides the required knowledge, skills and abilities. Experience with Microsoft Excel is required. Experience with Microsoft Word and Outlook is preferred. Experience with CRM software and room diagramming software is preferred. Licenses and/or Certifications: Requires a valid driver license. OTHER REQUIREMENTS Physical Requirements: Requires the ability to operate modern office equipment, to include, computers, copy/fax machines, and any related peripherals. Must be able to exert 10 to 50 pounds of force occasionally and or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. This position requires periodic walking and standing. May require bending, stooping and twisting. Physical demands are essentially those of sedentary work. Language Ability: Requires the ability to communicate effectively in English, including the ability to convey, record and exchange information; requires the ability to explain procedures and to give, receive and follow oral and written instructions. Must be able to read a variety of technical data, policy and procedure manuals, codes, professional journals, etc. in moderately complex terminology. This position requires the ability to prepare forms and reports using prescribed formats, and adhering to all rules of grammar, spelling, diction and punctuation. Requires the ability to communicate with a broad array of individuals from various professional backgrounds. Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of technical instructions in written, mathematical or diagrammatic form; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Requires the application of principles of influence systems and synthesis functions. Numerical Aptitude: Must be able to add, subtract, multiply and divide; determine weight; calculate decimals and percentages; compute discount, profit and loss, ratio and proportion; interpret graphs. Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads or public contact. Requires the ability to exercise consistent tact and courtesy when in frequent contact with various professionals, county staff, and the general public. 01 Please indicate which best describes your highest level of completed education. No formal education completed, but I have relevant experience High School Diploma or GED Associates Degree Bachelors Degree Masters Degree or above None of the above 02 If you stated completion of a degree in the previous question, please state your major (if none, please enter "N/A") in the space provided. (Do not indicate see resume) 03 How many years of experience do you possess in the tourism, events or customer service industry or marketing/ promotional field? None Less than 1 year At least 1 year but less than 3 years At least 3 years but less than 5 years At least 5 years but less than 7 years At least 7 years but less than 9 years 9 years or more 04 Please describe your experience in the tourism, events or customer service industry or marketing/ promotional field (if none, please enter "N/A") in the space provided. (Do not indicate see resume) 05 How many years of experience do you possess in administrative support functions, to include basic experience with computerized office programs, multi-line phones and customer service? None Less than 1 year At least 1 year but less than 3 years At least 3 years but less than 5 years At least 5 years but less than 7 years At least 7 years but less than 9 years 9 years or more 06 Please describe in detail, your administrative support related experience (if none, please enter "N/A") in the space provided. (Do not indicate see resume) 07 Do you have experience in the event and/or hospitality industry? Yes No 08 If you answered yes to the previous question, please describe in detail any event and/or hospitality experience you have (if none, please enter "N/A") in the space provided. (Do not indicate see resume) 09 This position requires the ability to work some nights and weekends based on the events schedule. Can you meet this requirement? Yes No 10 Do you have experience with room diagramming software such as Meeting Matrix and/or Social Tables? Yes No 11 Please describe when and where you used room diagramming software like Meeting Matrix and/or Social Tables (if none, please enter "N/A") in the space provided. (Do not indicate see resume) 12 Do you have experience with customer relationship software (CRM)? Such as Ungerboeck, Delphi, Opera etc. Yes No 13 Please describe your experience with customer relationship software (CRM), to include name(s) of program(s) used (if none, please enter "N/A") in the space provided. (Do not indicate see resume) 14 Do you have experience writing proposals and sales letters to potential group business clients? Yes No 15 Please describe your experience writing proposals and sales letters to potential group business clients (if none, please enter "N/A") in the space provided. (Do not indicate see resume) 16 Do you have experience setting up itineraries and escorting inbound meeting planners, tour operators and/or travel agents for a destination familiarization tour? Yes No 17 Please describe your experience setting up itineraries and escorting inbound meeting planners, tour operators and/or travel agents for a destination familiarization tour (if none, please enter "N/A") in the space provided. (Do not indicate see resume) 18 Do you have experience with Cvent? Yes No 19 Please describe your experience with Cvent and or working with RFP's form start to finish (if none, please enter "N/A") in the space provided. (Do not indicate see resume). 20 Which software programs are you proficient using in a business setting? Microsoft Word Microsoft Outlook Microsoft Excel Microsoft PowerPoint Adobe In Design None 21 Do you possess a valid driver license? Yes No Required Question