Administrative Assistant (Sales Department)

Location: Topeka, KS
Date Posted: 04-23-2018
Company: Greater Topeka Partnership
Position: Administrative Assistant (Sales Department)
Job Classification: Non-Exempt, Full-Time
Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m.
Reporting Relationship: V.P. of Sales, V.P. of Resource Development, Member Relations Manager
 
Primary Accountability: 
The Administrative Assistant (Sales Department) is responsible for handling various administrative duties to support the sales teams of the Greater Topeka Partnership (“GTP”).  The Administrative Assistant (Sales Department) is instrumental in assuring focused and productive communication with new and existing clients, external distributors, representatives and agents. The Administrative Assistant (Sales Department) will resolve all complex inquiries from clients and ensure customer satisfaction.  This position must exhibit extensive knowledge about Topeka.
 
Major Duties:
  • Assists the sales team by managing schedules and overall distribution of sales documentation.
  • Prepares and follows up on all sales quotations for clients as well as negotiating terms of agreement and cost.
  • Provides sales and administrative support to V.P. of Sales, V.P. of Resource Development, and, Membership Relations Manager.
  • Supports the sales team in attaining sales targets.
  • Maintains database of GTP partners.
  • Prepares monthly and weekly sales analysis.
  • Tracks monthly attendance of Topeka attractions, museums, events, Ambassador points, membership anniversaries, and expenses for the sales team.
  • Prepares proposals, agreements, sales reports, presentations, and meeting agendas.
  • Assists in the implementation of sales strategies as prepared by the GTP.
  • Maintains complete knowledge of all office equipment, computer and manual systems.
  • Partners with sales team to assist in the development of the sales strategy.
  • Assists sales team with service projects and research.
  • Assists with the administration of the Ambassador, Diplomats, and Membership programs. 
  • Produces sales strategy progress reports and assists in developing strategies to improve.
  • Ensures professional and prompt communication with clients and visitors.
  • Assists with questions and provides information about the city of Topeka.
  • Provides extensive knowledge and expertise on local and upcoming events, restaurants and hotels.
  • Records messages legibly and completely.
  • Screens telephone calls as requested.
  • Makes telephone calls to specified individuals as directed by GTP sales staff.
  • Establishes and maintains filing procedures.
  • Participates in special GTP events.
  • Performs additional duties as assigned by the GTP Sales staff.
 
Qualifications:
  • High School Diploma or GED is required; some post-secondary education or training is preferred.
  • At least two (2) years of sales and/or administrative experience is required.
  • Strong computer and word processing skills, in particular Microsoft Word, Excel, Outlook and Access.
  • Strong customer service skills with a “how can I please the customer” attitude.
  • Ability to compute basic mathematical calculations.
  • Ability to communicate clearly and professionally through both verbal and written skills.
  • Ability to organize, multi-task, plan and set priorities with minimal supervision.
  • Ability to work independently and in team settings.
  • Ability to exercise good judgment with a strong attention to detail.
  • Ability to work on a variety of tasks and to perform a variety of administrative duties, such as phoning, typing, word processing, emailing, filling, faxing, and processing paperwork.
  • Ability to establish and maintain effective working relationships across all levels of GTP.
  • Demonstrated poise, tact and diplomacy with the ability to handle sensitive and confidential information and situations.
  • Commitment to the Topeka community expressed through active involvement.
  • Passion for Topeka attractions and knowledge of community events.
 
Physical Demands:
  • Sit or stand for extended periods of time.
  • Read computer screens and mail, email, talk on the phone.
  • Ability to unpack and move supplies up to 30 pounds.
  • Attend events as required.
 
Work Environment:
  • Professional and deadline-oriented environment in an office setting.
  • Interaction with staff and clients.
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