Business Events Coordinator

VisitPITTSBURGH is a tourism development organization dedicated to expanding the tourism economy across Allegheny County. The organization generates 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 beneï¬Âts, through the combined eï¬Â€orts of all team members throughout the organization.

The Business Events Coordinator provides broad administrative support and assistance to the Business Events Vertical including coordination of internal and external communications, calendars, projects and client gift coordination.

Essential Functions

·         Provide administrative support to the Executive Vice President, Business Events & Destination Experience (EVP) and the Business Events department, including the coordination of internal and external communications, calendars, project deadlines, and client gift inventory.

·         Functions as the Budget Coordinator for the Business Events department, entering invoice requests and keeping EVP informed of budget spending and performance.

·         Coordinates internal event subsidy process including event subsidy tracking and documentation,

post event reconciliation and payment processing.

·         Maintain electronic and physical filing systems for the Business Events department.

·         Primary contact for Business Events inquiries through VisitPITTSBURGH's website and

responsible for efficient lead distribution.

·         Assist in the gathering of information and resources from hospitality partners for various uses

including proposal development and pre/post event reporting.

Site visit coordination, including arranging client travel, scheduling venue visits, making hotel and restaurant reservations, booking in-city transportation, and developing comprehensive site visit documents for clients.

·         Assist with client/prospect communications as needed.

·         iDSS Database Support: enter documentation into system, update post tradeshow and event data, ensure all contracts and notes are uploaded into the system.

·         Coordinate Small Meetings Requests (10-99 peak room nights) using iDSS for lead distribution, follow-up and tracking

·         Provide customer site visit execution and support for the sales and services team as needed.

·         Performs other duties as may be assigned by the (EVP).

Skills & Speciï¬Âcations

·         Bachelor’s degree in hospitality management, business or marketing, or equivalent experience.

·         1 to 3 years of professional experience in hospitality management, business or marketing.

·         Ability to work in a complex, fast-moving sales and service environment is required.

·         Demonstrated writing and communication and advanced organizational skills are needed;

Proficiency in MS Office Suite and Adobe software.

·         Strong “team player” communication and collaboration skills. 

·         Knowledge of iDSS or other customer relationship management systems is desirable

·         Occasional weekend and/or evening hours may be required to support organizational initiatives.

·         The individual must possess a valid PA/US driver’s license and credentials required to travel by Air both domestically and internationally.

This role is non-exempt and operates under a hybrid schedule, with a minimum of 3 days in-oï¬Âƒce required.