Executive Operations Assistant Job at Visit Huntington Beach in Huntington Beach

Join the team at Visit Huntington Beach, one of the Orange County Business Journal's 2024 Best Places to Work in the OC!

The Company: Visit Huntington Beach (VHB) is the official destination marketing organization for Huntington Beach, CA. A 501(c)(6) non-profit organization, its mission is to support and advocate for the economic vitality and quality of life for the Huntington Beach community through inspirational destination marketing and brand management. Its programs include marketing, public relations, group sales, visitor and partner services, advocacy, and tourism development. VHB embodies a community-focused spirit of service that is proactive and strategic. It places an emphasis on teamwork; staff engagement and commitment; diversity, equity, and inclusion; professional development and accountability; community support; and sustainability. The small, but mighty, staff represents the best of Huntington Beach at a professional, high-quality, laid-back luxury level.

The Position: The Executive Operations Assistant is responsible for providing comprehensive administrative support to the 5 member Executive Team of VHB. The Executive Operations Assistant will oversee operational management and provide HR support where needed under the supervision of the VP of Administration & Community Engagement. This full-time position is primarily located in the Visit Huntington Beach office in downtown Huntington Beach, with the option to work from home one day per week.

The successful candidate will be self-directed and motivated and have exceptional judgement, communication, and collaboration skills, as well as the ability to multi-task in a fast-paced environment. They will also have a strong ability to quickly navigate, operate, and adapt to a wide variety of technology and software, including both PC and Apple devices, audio/visual equipment, and general office equipment.

Responsibilities:

Administration (35%)

• Manage budgets for regular and special programs and expenses;
• Create and manage efforts for special events, staff recognitions, and similar projects;
• Organize VHB Board of Directors and associated Committee meetings in accordance with the Brown Act, including determining logistics and drafting and delivering correspondence such as agendas and minutes;
• Prepare and present at VHB Board of Director meetings and other meetings as required;
• Arranges travel and accommodations for executives; and
• Perform any additional duties as assigned by executive team.

Operations (30%)

• Onboard, train, and handle documentation for new and existing employees;
• Oversee requests for partnerships or donations from local events and organizations;
• Manage VHB vehicle maintenance and scheduling;
• Maintain policies and procedures, ensuring compliance with applicable local, state, and federal laws; and
• Attend industry and community events, such as the City of Huntington Beach, HB Chamber of Commerce, and Downtown Business Improvement District events, as required.

Office Management (35%)

• Organize, maintain and secure executive files and records;
• Ensure office and Visitor Information Kiosk are stocked with necessary supplies and equipment;
• Schedule office and Kiosk repairs and maintenance as needed;
• Oversee VHB conference room schedule and provide logistical support for all onsite meetings;
• Provide support to front desk, as needed; and
• Ensure office and Kiosk is in compliance with health and safety standards.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.

Qualifications:

Incumbents must demonstrate the ability to follow policies and procedures as established in the Company's Employee Handbook. Incumbents will also contribute to a positive work environment by behaving and communicating in a manner such that they get along with all constituent groups, co-workers, and management.

In addition, the education, experience, and other skills listed below are representative of the knowledge, skills, and/or abilities required.

Key Skills Set

• Must have exceptional judgment, communication, and interpersonal skills;
• Must be self-directed, motivated, and collaborative;
• Effectively deals with internal and external customers, with high levels of patience, tact, and diplomacy;
• Strong ability to quickly navigate, operate, and adapt to a wide variety of technology and software, including both PC and Apple devices, audio/visual equipment, and general office equipment;
• Ability to exercise sound judgment in decision-making;
• Possess strong writing skills to communicate clearly and effectively;
• Must demonstrate excellent oral presentation skills, including the ability to speak in front of an audience in a clear, concise, and accurate manner;
• Multi-tasks and prioritizes in a fast-paced, and occasionally high-stress work environment;
• Uses critical thinking skills to interpret information furnished in written, oral, diagram, or schedule form;
• Basic human resources knowledge and the ability to successfully lead, manage, and develop staff;
• Basic accounting/finance knowledge including the ability to read and understand financial statements and create and maintain budgets; and
• General knowledge of Huntington Beach, Orange County and the region including hotel properties, attractions, and amenities.

Equipment and Applications

• High proficiency in MS Office, including Word, Excel, Outlook, PowerPoint, and Teams;
• Working knowledge and strong ability to troubleshoot all standard office and computer equipment;
• Working knowledge of CRM software, Simpleview CRM preferred;
• Working knowledge of accounting and budgeting software, Blackbaud Financial Edge and Questica budgeting software preferred;
• Experience utilizing an HRIS system; and
• Experience with Vonage for Business, preferred.

Work Experience

• Minimum of 4+ years of business management experience is required; and
• Experience in Southern California and Orange County tourism and hospitality industry, preferred.

Education

• Bachelor's degree in Business Administration or related field, required.

Licenses

• Must have a valid Driver's License and auto insurance

Work Environment and Physical Demands:

The physical demands/conditions described below are representative of those that must be met/tolerated by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Attending conferences or training sessions within Huntington Beach and Orange County;
• Sitting at a desk for sometimes long and continuous periods of time;
• Occasionally standing for long periods of time;
• Answering or making calls on the telephone for sometimes long and continuous periods of time;
• Carrying loads up to 40 lbs.;
• Ability to climb up ladders and footstools to reach for items on shelves or walls;
• Ability to travel to various locations by car, on foot, or public transit;
• Looking at a computer monitor for sometimes long and continuous periods of time; and
• Occasionally standing, walking, reaching, and stooping.

Compensation & Benefits:

• Market competitive salary with incentive plan;
• Health, vision, and dental insurance;
• Flexible Spending Account (FSA);
• Retirement plan with employer contribution
• Life & Disability Insurance benefits;
• Paid time off, vacation, and holidays;
• Flexible schedule; and
• Modern, professional, Surf City USA® lifestyle office environment with standing desks and kitchen stocked with beverages and snacks.

Job Type: Exempt

Salary Range: $80,000 - $90,000

To apply: Please complete the online application. No calls, walk-ins, direct emails, or direct messages will be accepted.