Job Description

Business Operations Administrator

VisitPITTSBURGH is a tourism development organization dedicated to expanding the tourism economy across Allegheny County. The organization generates a positive economic impact across the tourism verticals of business events, sports, and leisure travel. VisitPITTSBURGH achieves its goals, including ensuring the region of certain economic benefits, through the combined efforts of all team members throughout the organization.

The Business Operations Administrator is a non-exempt position that reports to the Executive Vice President, Operations. The position provides confidential and sensitive executive-level professional administrative support to the Executive Vice President, Operations, and the overall Business Operations Vertical.

Essential Functions

• Maintains updates to VisitPITTSBURGH operating procedure and policy documents as directed to ensure current and accurate information.
• Organize a comprehensive training schedule for all staff, leadership, and individuals based on training strategies designed by management.
• Spearhead the creation and implementation of organization-wide team-building events and social activities.
• Manage activities related to the Corporate Travel Agency, including training, adherence to policy, usage, and reporting.
• Provides Invoice coordination/processing support for Operations-related transactions
• Draft, format, and proofread documents, presentations, and reports as needed for internal announcements, newsletters, and event invitations.
• Support all grant administration activities to ensure timely and accurate reporting to funding sources.
• Stay up-to-date with the Destination Marketing Accreditation Program and similar industry surveys/reporting requirements, and submit materials promptly.
• Assist with the organization and maintenance of sensitive and confidential file information.
• Facilitate the flow of contracts through the procurement process to ensure a timely response to vendor questions and signatures are obtained.
• Acts as backup support to the Executive Assistant in their absence or as needed to support deadlines and projects.
• Performs other duties as may be assigned by the Executive Vice President, Operations, or the President & CEO.

Skills & Specifications

• A bachelor’s degree in business administration or equivalent experience is preferred.
• Excellent interpersonal, human relations, and customer service skills.
• Ability to manage multiple projects and priorities in a demanding environment, maintaining attention to detail and accuracy.
• Individual must possess a valid U.S. Driver’s license and credentials for traveling by air both domestically and internationally.
• Advanced knowledge of MS Office Suite, Adobe, and other office management software.
• Knowledge of the Destination Marketing industry is preferred.

This role is Nonexempt and operates under a hybrid schedule, with a minimum of 3 days in-office required; however, flexibility to be in the office or on-site in other locations more frequently is expected.

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