Administrative Operations Associate

Visit Carlsbad is the Destination Marketing Organization for Carlsbad, California. Funded through the Carlsbad Tourism Business Improvement District, our mission is to promote and elevate the visitor economy while preserving our community's exceptional quality of life.

We are a small, tight-knit team that values collaboration, inclusion, transparency, curiosity, enthusiasm, and wellbeing. We are proud to be certified as a Green Business, a Kindness Company, and a winner of Best Place to Work in Carlsbad.

We are seeking an experienced, highly organized administrative professional to provide operational support to our Business Development department. In this role, you will work behind the scenes to manage processes, CRM data, travel logistics, and departmental reporting. The ideal candidate thrives on organization, enjoys mastering technology systems, and confidently handles recurring responsibilities independently.

• Departmental Support: Maintain organized electronic files, templates, and project trackers; assist with vendor coordination and expense tracking.
• Systems & CRM Administration: Manage data entry and integrity within organization platforms (Simpleview, Cvent, and Microsoft 365); generate sales and performance reports.
• Program Logistics: Administer the Group Incentive Program by preparing agreements, tracking deadlines, and collecting documentation from hotel partners.
• Meeting & Event Coordination: Arrange travel, detailed itineraries, and vendor logistics (hotels, restaurants, transportation) for hosted visitors and client events.
• Presentations & Materials: Compile clear, professional client-facing materials, board presentation materials, and up-to-date hotel partner collateral.

• 3+ years of experience in administration, event coordination, or business operations.
• Tech Savvy: Strong proficiency in Microsoft 365 (Excel, Word, PowerPoint) and experience managing CRM or project databases.
• Logistics
  
  Experience:
  
  Proven track record coordinating travel, multi-vendor events, or project schedules.
• Communication & Detail: Exceptional attention to detail and follow-through, and the ability to manage multiple deadlines simultaneously.

• Hybrid
  
  Schedule:
  
  Generally 3 days in the Carlsbad office each week.
• Premium Benefits: 100% employer-paid health benefits for employees (50% for dependents).
• Retirement Security: Guaranteed employer contribution to your 401(k) plan, regardless of your personal participation level.
• Work Culture: Generous PTO, paid holidays, regular team-building activities, and dedicated professional development opportunities.