Job Details
Qualifications
- Customer service
- Google Docs
- High school diploma or GED
- Microsoft Excel
- Office experience
- Writing skills
Job Description
DEPARTMENT: Marketing
POSITION SUMMARY
The Marketing and Sales Administrative Assistant will have a minimum of two years’ experience in office administration duties with advance thinking and proactive communication skills with internal and external entities. Ideal candidate is a highly professional, self-disciplined, multi-tasker with strong computer experience in various types of office software. A passion for communication, organization and administration, with specific interest in marketing and sales is preferred. General Hawai`i knowledge, specifically for the island of Maui, in both resident and visitor markets with existing community network advantageous.
The Center’s goal is to educate and inspire both visitors and residents that address our three marketing pillars of culture, community and conservation; in conjunction with exceeding guest expectations and supporting positive economic growth of our company and island.
ESSENTIAL DUTIES
Assist with day-to-day activities of marketing and sales department
Group, Media and VIP Reservations: Learn organization software, assist with tentative and definite reservation block monitoring and follow up. Create Group Reservation Orders, invoices, and follow up on deposits and final payments
Client Contracts: Maintain and create agreements, maintain database, assist with ongoing communication, assist with monitoring of inclusions and expirations.
Vendor Agreements: Maintain agreements and contact information, assist with vendor communication, coordination, and post follow up invoice processing.
Event Services: Assist with the coordination, execution, and follow up of internal events and outreach programs. Work events before and after hours as needed
Calendars: Manage marketing and sales calendars including internal and external activities
Databases: Organize, maintain existing and build, as required
Reports: Maintain existing, update and generate on key business activities, as required. Assist in conducting research, collect and process data, as required. Provide Monthly and Quarterly Data reports.
Inventory: Maintain inventory, storage, reorders and new requirements as it pertains to department-related collateral, equipment and supplies. Assist with assembly of promotional materials, collateral, and other relative areas.
Accounting: Assist with creating invoices, deposit and payment follow up specific to department
Team: Schedule and coordinate department and other park team meetings as relates to marketing and sales. Follow up on submittals and deadlines. Attend, participate, take minutes and follow up, as required.
Overall
Client and Customer Service Oriented: Provide professional, accurate and timely follow up.
Able to assist with greeting and meeting clients at the park, provide site inspectionfor familiarization Tours
Organization Skills: Be self-driven, self-organized and determine priorities
Decision Making: Make independent decisions, addressing optimum way to handle specific tasks
Communication and Collaboration: Collaborate with other team administrators and personnel, management and clients, on a regular basis to ensure superior communication, project deadlines met, and quality service standards exceeded
Writing: Professional and proficient in variety of writing styles, from creative to professional, to technical to education and more.
Solution-Oriented: Use sound personal judgment and initiative to develop effective, efficient and constructive solutions to foreseeable needs
Team Oriented: Enthusiasm and dedication is a consistent example
Perform other related administrative duties assigned by Director of Marketing
QUALIFICATIONS
Applicant must be 18 years of age or older
Minimum High School Diploma or GED. Degree in marketing, communications or related discipline preferred, but not required.
Comfortable with public speaking
Strong digital skill set with specific experience in MS Office (outlook, excel, word, powerpoint), Google Docs and Adobe. Social media, graphic design and content writing a plus.
Exemplary organizational and multitask skills with high attention to detail
Excellent verbal and written communication skills
Self-motivated, willingness to learn and strong foundational skill set
Problem solver and able to work well under pressure
Consistently reliable, responsible, trustworthy and team-oriented
Ability to operate office equipment including but not limited to printers and multi-media instruments
The Maui Ocean Center is committed to global diversity and inclusion, where we support our local community and environment. We continue to strive towards a sustainable business model and encourage innovative and environmentally conscious initiatives in support of our island culture.
Our Team members are passionate for what they do with great respect for our ocean, marine life, host culture and each other. With high integrity, transparency and accountability, we are committed to a healthy and sustainable environment, leaving a positive legacy for our future generations.
For more information about Maui Ocean Center, visit: https://mauioceancenter.com/
Career applications accepted at https://mauioceancenter.com/careers/