As the region’s official tourism marketing agency, VISIT PHILADELPHIA® is our name, mission, job, and our passion. We give Philadelphia a voice through groundbreaking advertising campaigns, a nationally recognized web and social media presence, and collaborative relationships with local and national partners. We want people to visit Philadelphia and love it like we do.

At VISIT PHILADELPHIA, our greatest investment has always been in our staff — smart, passionate, creative and innovative people who work hard and smart to tout Greater Philadelphia as a must-visit leisure tourism destination, and who are guided daily by our core values. That means if you are passionate, trustworthy, inclusive, respectful, collaborative, innovative, and hospitable, we’d love for you to consider joining us!  

VISIT PHILADELPHIA is currently searching for an Operations Specialist to join the team.

Position

The Operations Specialist provides project and administrative support to the COO and functional areas under the COO’s responsibility, including legal affairs, HR, IT, facilities, risk management and external affairs. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload. Must be ready to assist in the recommendation and implementation of changes in office practices or procedures while simultaneously supporting strategic priorities out of the COO’s office.

This position reports to the Chief Operating Officer.

Primary Responsibilities

Operations Support

• Assist in the risk management function including insurance and other renewals and claims
• Manage day-to-day office administration and maintenance requests, arrange contractors as required and liaise with contractors on site
• Support the COO with Human Resources, including employee engagement, onboarding, performance management, HRIS management, and personnel files; assist in the development, implementation, and promotion of HR policies
• Provide support and project management for select initiatives 

Administrative Support

• Provide administrative support for COO in the development and implementation of projects
• Provide cross team administrative support or whole of organization assistance in times of heightened activity, staff absence or other reasons
• Assist in the running of organizational, departmental, or relevant project team meetings, including collation of agenda items, catering, documentation of minutes and actions as well as distribution of materials 
• Maintain and update External Affairs Stakeholder contact lists
• Plan and organize small stakeholder and staff events 
• Assist in the management consulting contracts and sponsorship requests as required
• Serve as a liaison with other departments, external stakeholders and executive staff

Board of Directors Support

• Provide administrative support to the COO’s Board of Directors responsibilities, including assisting with board meeting preparation and follow-up
• Create PowerPoints and other presentations for executive team meetings, Board meetings and COO meetings
• Support special projects on an as needed bases

Qualifications

Education Requirements

• BA or BS degree in a relevant field

Specialized Experience, Skills and Abilities

• 3+ years of relevant experience
• Passion for and knowledge of Philadelphia and the five-county region
• Proficient technology application skills; Advanced MS Office (Word, Excel, PowerPoint & Access), MS Outlook and Internet Explorer skills.
• Experience with Salesforce preferred but not required.
• Background in Human Resources or supporting the HR function.
• Effective interpersonal skills, maturity, good judgment and capable of communicating in a professional manner with a diverse range of individuals. Represents the respective executive officer in a highly professional manner.
• Efficient and proven organizational skills; ability to prioritize and manage multiple projects/responsibilities simultaneously while meeting stringent deadlines in a fast-paced environment; detail oriented
• Ability to handle sensitive material concerning the organization and the executive's role within the organization.
• Resourceful problem solving and follow up skills
• Pro-active; solid analytical skills; detail oriented
• Reliable, dependable, flexible and responsive; must be available to work overtime or outside normal business hours as required
• Maintains professional working relationships with all levels of staff and management as well as the Visit Philadelphia Board

Proof of COVID-19 Vaccination required by date of hire.  Individuals may claim exemption for medical or religious reasons.

We offer generous and competitive benefits, including comprehensive medical, dental and company-paid vision plans; company-paid life and disability; parental leave; pet insurance reimbursement; 401(k) and company match program; and competitive paid time off programs. We operate in a hybrid work environment; employees have the option of working remotely two days per week.

VISIT PHILADELPHIA is an Equal Opportunity Employer that encourages candidates of all backgrounds to apply.