ABOUT DSC

The Dallas Sports Commission is a non-profit organization whose mission is to attract, retain and support sports and entertainment events that will position Dallas as the premier sports destination and have a positive impact on the economy and quality of life of Dallas residents.

SCOPE

Oversees the office administrative functions, assists in servicing of events and clients as well as assisting the sales team in attracting events to Dallas. This position will need to be flexible and be a team player in assisting the Executive Director, Sales, Marketing, and Event teams as needed during critical event or bid times.

RESPONSIBILITIES

A. Process all invoices, receipts, requisitions, and administrative paperwork and serving as the liaison between the finance department and the Sports Commission.

B. Monitor all event staff and ensure annual budget and event budgets are up-to-date and reports are shared with staff on a regular basis for review.

C. Coordinate the mailing and distribution of letters and packages for the DSC.

D. Be the central location and in charge of ordering office supplies, stationary, business cards, and other materials for staff.

E. Create reports, agendas, itineraries, and meeting minutes needed for internal or external review, staff meetings, board meetings, site visits, and/or familiarization tours.

F. Establish and maintain direct sales contact with assigned clients through sales calls, request for proposal submissions, meeting representation and prospecting.

G. Perform sales functions including but not limited to assisting in preparing bid documents, submitting lead and RFP information, assisting with client agreements, facility agreements and hotel contracts, as well as inputting and maintaining accurate information in Simpleview CRM.

H. Coordinate site visits with clients at hotels, venues, restaurants, and provide the client with knowledge of services needed to host their event in Dallas.

I. Accurately track all sales commitments for all events within the CRM database and share file system.

 J. Participate in Dallas Sports Commission special projects/events to include but not limited to familiarization tours, client/special events, sales calls/blitzes and tradeshows by preparing payments for process, sales kits, sending evite, managing RSVP list, supplier partner list, name badges, budget and follow-up correspondence.

K. Special projects and events may be assigned based on the event calendar to ensure all DSC events are professionally and properly represented.

L. Represent the Dallas Sports Commission within the community, at partner events, and during events and familiarization tours.

M. Be able to work independently without direct supervision and approach the work environment with a team approach.

N. Create and manage the promotional items and client gift closet, inventory, wrapping, and distribution.

O. Scheduling of meetings, meeting rooms, reservations, and partner events.

P. Development and coordination of the DSC volunteer program to include recruiting and processing volunteers, management of the volunteer registration system, communication with volunteers, strategic recruiting and relationship building within the community, on-site management at events, budget tracking, post event follow-up and retention programming.

Q. Other duties as assigned.