Tourism Operations Specialist, Dutchess Tourism

Dutchess Tourism, Inc., a 501c6 non-profit, is the officially designated destination marketing organization of Dutchess County, New York. It works to bring tourism dollars to area businesses and our community by marketing and promoting the assets of Dutchess to the nation and the world.

Mission Statement
Drive visitation to Dutchess County to generate the maximum impact through hotel stays and visitor spending for the benefit of our community.

Vision Statement
To make Dutchess County the premier destination choice of travel in the Hudson Valley, New York State, and the Northeast, with increased emphasis on overnight stays while managing the destination to foster sustainable and responsible growth.

REPORT TO: President & CEO

POSITION OBJECTIVE:  Full-time professional to manage daily operations of office and provide administrative support to President & CEO, Vice President of Finance and Human Resources, and Director of Outreach & Operations per job responsibilities. Office hours are M-F, 9am-5pm.  This is an hourly, non-exempt position that works 35 hours a week. 

JOB RESPONSIBILITIES

Office Management

• Oversee information technology for computers, servers, telephone system, postage meter, copier and all other office equipment. Coordinate IT needs with sub-contractor(s).
• Manage stock and procure office supplies and promotional products working within budget guidelines.
• Prepare purchase orders and expense reports for President.
• Manage staff schedules.
• Manage volunteer services including assign duties, manage schedules and oversee performance.
• Collect and distribute mail daily.
• Review monthly bank statements and make bank deposits as needed.
• Distribute and track disbursed petty cash money.
• Contribute to team effort to accomplish goals and complete other tasks where needed.

Hospitality Services

• Manage visitor experiences with a pleasant disposition, respond to visitor inquiries via phone, email and walk-in. Distribute requested materials in a timely manner. Maintain lobby hospitality center, office brochure racks and inventory/storeroom.
• Manage distribution and tracking of tourism materials to tourism information centers (TICs) and coordinate with bulk mail house services.
• Visit highest traffic TICs weekly to maintain brochure centers.
• Compile information to create and maintain data tracking spreadsheets including inquiry report, donated services report, and economic impact report. Provide historical data analysis as requested.
• Maintain Simpleview CRM, including data entry; facilitate extranet access and use by partner businesses.
• Assist the Consumer Services & Special Programs Manager with consumer trade shows, including logistics, lead retrieval, and attending shows if needed.
• Assist with special events and special projects, including event logistics and registration.

Stakeholder Relations

• Communicate with Board of Directors; manage board member term limits, schedule quarterly board meetings, manage board meeting attendance to ensure a quorum is met, prepare board meeting agenda, prepare and distribute board meeting documents, attend meetings as assigned by President, compile minutes of board meetings and board committees, and track board member hours.
• Produce quarterly and annual data reports for funding partners and board of directors.
• Co-teach in-person and virtual training sessions for the tourism & hospitality workforce.
• Create, prepare and edit presentations and reports, as well as correspondence and memorandums.
• Plan and schedule meetings and appointments; make travel and guest arrangements as needed.

SKILLS

• Excellent proof reading and oral and written communication skills: strong command of English language a must; knowledge of structure, content, grammar & punctuation.
• Written and spoken Spanish language fluency preferred.
• Advanced knowledge of Microsoft Office Suite (presentation software, email and scheduling, mail merge, spreadsheets-must be able to use excel for labels, links, graphs and formulas).
• Strong attention to detail and follow-through with a high degree of accuracy.
• Highly organized and flexible with the ability to multitask and meet changing deadlines.
• Must be self-directed and able to complete projects with limited supervision.
• Demonstrated ability to think creatively and innovatively.
• Strong problem solver; shows initiative.
• Positive, diplomatic, professional attitude and pleasant phone manner.
• Strong knowledge of office equipment and procedures.

MINIMUM QUALIFICATIONS

• 2 years of office experience preferred.
• Associates Degree or higher; Bachelor’s Degree preferred.
• Must have valid driver’s license.
• Flexibility to attend work events outside the office. Some weekends and evenings required.
• Knowledge of tourism promotional activities in Dutchess County a plus.

ERGONOMIC REQUIREMENTS

Sitting, standing, stooping, bending, lifting and carrying 40 pounds, repetitive movements due primarily to computer work. All of the ergonomic requirements must be performed without significant risk of injury to oneself or others, or otherwise demonstrate or explain how one can perform essential functions listed above.

TO APPLY: To be considered for this position, applicants must submit a cover letter, resume, and references to jobs@dutchesstourism.com by Friday, March 31, 2023.