we seek and develop emerging executive talent. Our executives lead the strategies and operations that help us deliver quality care across our network. Personal growth is important to us, and while our performance expectations are significant, so is our dedication to each individual's success.

Requirements:

Excellent communications and customer service skills to assist visitors and tourism industry partners on the phone, through email, and in-person. A thorough understanding of email and phone etiquette is required.

Excellent time-management and ability to manage and plan for several projects and events at once with an attention to detail.

Flexibility to occasionally perform tasks outside of the general job description.

Excellent organizational skills to keep records, maintain contacts, compile data reports, and plan meetings and events.

Proficiency in Microsoft Office.

A working knowledge of the Olympic Peninsula as a destination for visitors and an enthusiasm to learn more.

A valid driver’s license and vehicle to make frequent trips to the post office, attend meetings, run errands in Port Angeles, load boxes, and occasional farther travel around the Olympic Peninsula.

Ability to sit at a desk or in a meeting for several hours at a time.

Ability to regularly lift boxes between 20-40 lbs. or use hand trucks and carts to lift heavier loads.

The following is a list of duties that more specifically describe those of the Office Manager/Admin Assistant. However, skills and interests of the applicant do influence this list, as well as the ebb and flow of marketing opportunities, partner projects and other duties.

GENERAL OFFICE/Miscellaneous:

Pick up and drop off mail daily, open and disperse;make bank deposits.

Check email and respond, follow up accordingly.

Purchase office supplies as necessary. Be familiar with office machines and their operation.

Maintain and arrange repairs to be made to all office equipment.

Maintain contact lists OPVB Board members, OPTC (Olympic Peninsula Tourism Commission)members and friends.

Acquire and maintain a supply of brochures and maps as needed.

Compile Media Kits and bags for travel writers and familiarization (fam) tours. Gather miscellaneous brochures and materials requested for trade shows.

After travel writer and fam tours, fill out in-kind log and keep track of articles and photos received back.

Make arrangements for meetings –email/call reminders, secure venues, track rsvps,prepare all meeting materials.

Assist with annual OPTC Tourism Summit.

Keep media photo gallery on Flickr and send guest passes for requests for photos; also email photos as requested for campaigns, articles, ads.

Work with Bookkeeper to gather invoices, receipts, and reports. Make bank deposits for OPVB and the Olympic Culinary Loop.

Compile monthly reports on travel planner distribution, visitor center counts, website traffic, media, and room tax from the Department of Revenue.

Attend and keep minutes for OPVB and OPTC meetings and other meetings as requested.

PHONE:

Understand and become proficient in phone system, answer phone, check phone messages. Hook up conference phone for meetings.

Answer inquiries from visitors and obtain mailing information and track source/referral of call.  Provide travel counseling and answer questions about region.

VOLUNTEER COORDINATING:

Recruits, trains, schedules and rewards volunteers. Volunteers typically compile mailings, special projects such as welcome bags or conference badges. Board members are also volunteers.

TRAVEL PLANNERS & FULLFILLMENT:

Complete weekly bulk mailings. This includes: managing incoming leads from advertisements for bulk mailing and printing address labels; coordinating volunteers to help with envelope stuffing and sealing; keeping up on current USPS postage rates and requirements and filling out bulk mail forms; keeping supplies and brochures associated with bulk mail stocked; lifting boxes and mail trays.

Distribute bulk boxes of travel planners, stored at Coho ferry warehouse, as needed.

Mail individual travel planner requests, adding additional info requested.

Manage annual cooperative special mailing with new travel planner and other brochures to regional chambers/VICs and AAAs. (One-time per year in Spring only)

Travel Planner production coordination each year, usually starting in September. This includes working with partner organizations to gather updates and new data on events, lodgings and other items to be included in the next edition.

WEBSITE:

Respond to emails from olympicpeninsula.org website. Basic knowledge in website administration and/or Drupal 6 or Wordpress a plus!

Track and report analytics report for all websites. 

Admin for olympicpeninsula.org website and liaison to webmaster and partners. 

Responsible for providing training & manual to any new “staff” partner.

Report problems with website and follow up with Freelock.

PROVIDE BOARD/TOURISM COMMISSION SUPPORT

Prepare new Board member information notebooks

With Executive Director, prepare agendas and supportive material for distribution

Ensure timely distribution materials to the Board and Tourism Commission

Support the Board with meeting, travel, and other arrangements

Draft meeting minutes for review by the Executive Director

Create action item lists from meetings for use by the management staff

TOURISM GRANTS: 

Send out grant information as requested to applicants. 

Keep and compile incoming applications for OPVB Board Grants Committee meetings.

Update and maintain grant binder and reports.

QUALIFICATIONS:

High school diploma/GED or equivalent required

College degree preferred

2-4 years of experience in lieu of higher education may be acceptable.

Proficiency in Microsoft Office, email, and data bases, internet search engines

Proficiency in the use of office equipment, including:

Basic computer hardware and software

Copy/scan/fax machine

Telephone systems

Postage machine

Personal characteristics sought:

Ethical behavior

Ability to build relationships

Effective communication

Ability to foster teamwork and communicate through problems

Problem solver

Organized and ability to plan ahead to anticipate needs

Benefits package includes medical/dental insurance, IRA, plus generous vacation, holiday, and sick leave plan.