Join Our Team
GO Laurel Highlands is looking for friendly, courteous individuals to join our team of tourism enthusiasts.
Current Positions Available:
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FLSA Exemption Status: Non-Exempt (Part-time)
Position reports to: Senior Director of Finance & Grant AdministrationThe Operational & Administrative Assistant is an integral part of the success of GO Laurel Highlands, a three-county destination marketing organization (DMO) in southwestern Pennsylvania. This position provides clerical support to senior management and other GO LH staff associates. In addition, this position will manage the retail store, brochure distribution and provide exemplary customer service to visitors through telephone, email, and in-person communication.
Essential Job Functions:
- As related to Administrative Assistant:
- Act as primary contact for calls coming into the administrative office, including taking messages, giving visitor information and transferring calls in a prompt, friendly, and courteous manner.
- Maintain and update visitor inquiry information from website, advertising leads, consumer show leads, phone calls, mail or E-mail in the customer relationship management system (CRM).
- Prepare mailings for GO LH collateral that includes, but not limited to, destination guides, GO LH Pour Tour, letters, brochures, or other printed information as required in response to visitor or potential visitor inquiries. Mailing includes bulk shipments to GO LH partners and specific PA Welcome Centers we service. Also work with and coordinate any/all mailings as directed by any GO LH staff personnel.
- Perform all functions related to processing of incoming/outgoing mail, including afternoon delivery to the post office for late outgoing mail/parcels.
- Communicate weekly with department heads to assess support needs.
- Maintain inventory of all office supplies and order when needed.
- Maintain inventory of logoed letterhead, envelopes, and thank you notes and coordinate with Senior Director of Marketing when a reorder is necessary.
- Provide a report during monthly staff meetings.
- Maintain contact information in the CRM and update as needed.
- Call active inclusive lodging partners or research online to verify if they are still in operation and update in CRM.
- Ensure coverage for the GO LH Visitor Center during vacation/holiday needs.
- Create file folders for new partners and prepare and mail new partner boxes.
- Prepare and mail event calendars to all lodging partners, PA Welcome centers and partners who have ads in the calendar.
- Mail invitation for quarterly orientations, track attendance and provide to Director of Partnership.
As relates to general support to staff:
- Provide general administrative support to staff and management as needed, such as filing, photocopying, and prepare mailings, prepare swag bags, and assist with travel arraignments.
- Assist Public Relations Director to track articles from the daily alerts and provide the Public Relations Director with the most relevant articles.
- Provide general support for GO LH events. Tasks include, but are not limited to, generating labels, name tags and mailings leading up to/following the event. Maintain attendee lists for events, and any other duties as assigned by staff for the event.
- Assist Director of Partnership Development with inventory of all brochures and contact participating partners when inventory is low.
- Assist Director of Partnership Development with mailing new brochures to select PA Welcome Centers.
- Assist with preparations for travel and trade shows and shipping collateral.
- Assist Executive Director for Board of Director (BOD) meetings: prepare name tents for new BOD members, prepare the BOD box, if necessary, obtain refreshments, and set up conference room prior to each meeting.
- Mail out BOD packages for members not in attendance.
- Manage Visitor Center counts for Fayette VC and those along the Great Allegheny Path.
- Assist the Executive Director on the Visitor Center needs prior to the opening for the season and coordinate those needs to colleagues or Distribution Representative.
- Assist Executive Director on all details for the Annual Dinner.
As related to Office Finance:
- Prepare bank deposits and record each item on a deposit spreadsheet.
- Enter all invoices and payments in CRM for events and marketing opportunities and perform a monthly reconciliation of CRM marketing opportunities and events to the accounting spreadsheet and sales department.
- Maintains petty cash, distributes and reconciles as needed.
- Provides support for annual financial audit.
- Provides support and updates asset inventory spreadsheet.
- Provides clerical support for the county tourism grant programs including, but not limited to, verifying grant applications, entering all grant applications, grant awards and notes in CRM. Help coordinate mailings grant paperwork as requested.
- Provides Director of Partnership with grant budget worksheets for all counties and applications.
- Prepare accounts payable coding forms.
- File accounts receivable and accounts payable paperwork.
- Maintains Employee Attendance Day forms and spreadsheet and maintains vacation calendar.
As related to Operations/Building:
- Key point of contact for maintenance for the organization’s vehicle(s).
- Key point of contact for annual maintenance check for HVAC system.
- Key point of contact for annual maintenance of building’s fire extinguishers, pest control, and backflow test
- Key point of contact for building such as: garbage, shredding, lighting, copiers, etc.
- In the event of water leakage or damage, coordinate with the Executive Director and/or Senior Director of Finance for a course of action.
- Key point of contact for seasonal snow removal.
- Maintain clean spaces around the exterior of the building. Weed removal, back stairs/deck clean and swept, front door clean, mat clean and swept, spider webs removed, bird nests removed, etc.
- Seasonal – watering of plants
As relates to backup for GO Laurel Highlands Visitor Center:
- Please refer to Visitor Center & Store Sales Assistant Job Description
Education and Experience:
Qualifications- Associate or bachelor’s degree in business. 2 years office experience.
- Strong verbal, written skills and accuracy is critical.
- Ability to operate a PC and/or laptop. Proficient in Microsoft Office Programs.
- Strong organizational skills with the ability to prioritize multiple projects in a fast-paced, deadline driven environment. Attention to detail and time management is essential.
- Strong interpersonal and communication skills with ability to work cooperatively with team partners, stakeholders and with a highly functioning fast paced creative team of professionals.
- Strong analytical abilities and problem-solving skills.
- Ability to work independently on tasks and projects.
- Ability to operate office equipment including (but not limited to) photocopy machine, multi-line telephone, postage machine, calculator, cash register and point of sale system.
- Overall knowledge of Laurel Highlands region (to respond to visitor inquiries), tourism facilities and attractions.
- Knowledge of the region’s State and National Parks is also required.
- Retail and inventory management a plus.
- Basic knowledge of database management programs.
Physical Requirements/Work Conditions:
- Ability to sit for moderate periods at desk/computer throughout the day.
- The ability to lift a minimum of 35 pounds, bending and walking up and down stairs is required.
- Ability to work extended hours and weekends.
- Travel could be required (maximum 20%).
- Ability to use a dolly.
Other:
- Valid driver’s license.
- Legally registered and insured vehicle; an annual driver record report may be required.
This job description identifies the major responsibilities and functions of this position. It is not, and is not intended to be, a complete listing of all tasks assigned to this job. Duties can be modified, or additional duties can be assigned by a supervisor for the overall benefit of Go Laurel Highlands.
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FLSA Exemption Status: Non-Exempt (Part-time)
Position reports to: Senior Director of Finance & Grant AdministrationThe Store Sales and Administrative Assistant will manage the retail store and inventory, greet visitors and provide courteous, professional customer service at the Laurel Highlands Visitors Center, located at 113 E. Main Street, Ligonier PA 15658. Also, provide backup assistance for the Administrative & Operational Support Specialist and other staff associates. This employee will provide courteous service and general information to visitors and potential visitors.
Essential Job Functions:
As related to LHVB visitor center:- Daily opening and/or closing retail store.
- Retail sales and management and fulfillment of on-line sale.
- Run Daily Report for Director of Finance and Grant Administrator.
- Maintain all retail inventory and provide a monthly report to Senior Director of Finance and Grant Administrator.
- Upkeep and replenishment of retail offerings.
- Greet visitors in a courteous, professional manner.
- Be able to answer questions regarding Laurel Highland region which includes Westmoreland, Somerset and Fayette counties.
- Possess knowledge of major attractions within the region. Keep abreast of attraction hours (seasonal and off-season).
- Be aware of evening entertainment opportunities, concerts, and performances at major venues within the county.
- Provide directions for places to eat, stay, camp, and be able to share insight into experiences for certain lengths of time if a visitor is looking for ‘something to do’.
- Be able to navigate the region and provide information for a visitor to get from point A to point B.
- Maintain regional information, including but not limited to GO LH destination guides, local brochures, maps of the region, menus for the Ligonier area and maintain the information racks located outside the front door which includes cleaning daily and filling as necessary.
- Provide a monthly report of visitor numbers to the Operational & Administrative Assistant the first week of the following month.
- Assist in the set up and take down of seasonal/monthly transformations of the front window.
- Maintain a clean visitor space including daily dusting, sweeping and mopping, and window cleaning.
- Must be flexible to work evenings, weekends and holidays as needed.
- Process mailings for pour tour redemptions, stickers and books.
Provide backup assistance as related to Administrative & Operational Support Specialist:
- Please refer to Administrative & Operational Support Specialist Job Description
Also:
- Other duties as assigned.
Education and Experience:
Qualifications- Retail and inventory management a plus.
- Must be flexible to work evenings, weekends and holidays as needed.
- Strong verbal, written skills and accuracy is critical.
- Ability to operate a PC and/or laptop.
- Strong organizational skills with the ability to prioritize multiple projects.
- Attention to detail and time management is essential.
- Strong interpersonal and communication skills with ability to work cooperatively with team partners, stakeholders and with a highly functioning fast paced creative team of professionals.
- Strong analytical abilities and problem-solving skills.
- Ability to work independently on tasks and projects.
- Ability to operate office equipment including (but not limited to) photocopy machine, multi-line telephone, postage machine, calculator, cash register and point of sale system.
- Overall knowledge of Laurel Highlands region (to respond to visitor inquiries), tourism facilities and attractions.
- Knowledge of the region’s State and National Parks is also required.
- Knowledge of the region’s travel and tourism industry.
Physical Requirements/Work Conditions:
- Ability to sit for moderate periods at desk/computer throughout the day.
- The ability to lift a minimum of 35 pounds, bending, stooping and walking up and down stairs is required.
- Ability to work extended hours and weekends.
- Travel could be required (maximum 20%).
- Ability to use a dolly.
Other:
- Valid driver’s license.
- Legally registered and insured vehicle; an annual driver record report may be required.
This job description identifies the major responsibilities and functions of this position. It is not, and is not intended to be, a complete listing of all tasks assigned to this job. Duties can be modified, or additional duties can be assigned by a supervisor for the overall benefit of the Laurel Highland’s Visitors Bureau.
Submit resume by email or mail:
Email to: grobinsky@golaurelhighlands.com
Mail to:
GO Laurel Highlands
ATTN: Georgia
113 East Main Street
Ligonier, PA 15658