Administrative Assistant

Prestige Global Meeting Source, founded in 1986, provides site selection and event services to clients. Our experienced sales partners work to find and contract the best possible hotels, resorts, DMCs, and cruises for groups and continue through to full-service event development and management.

Hourly pay range is $19.00–$22.00 depending on experience

• Location:
  
  Minneapolis, MN - North Loop Office
• Hours:
• Position is 20 hours a week Monday–Thursday in office
• Start and end times will flex depending on business needs (9 am–2 pm, 10 am–3 pm)

The Part-Time Administrative Assistant provides administrative, operational, and partner support to the Industry Relations (IR) team. This role coordinates partner programs, events, communications, reporting, and CRM administration while maintaining accurate records and ensuring timely completion of deliverables. This position helps drive operational efficiency and supports positive partner relationships through exceptional organization and customer service.

• Process and schedule all supplier partner-initiated requests and be the onsite contact for scheduled office visits.
• Obtain supplier presentation in advance and advise on and handle catering options upon supplier request.
• Post welcome sign, greet suppliers and guests, load the Teams meeting and start the meeting so online attendees can attend the presentation, and send office visit follow‑up emails.
• Create and manage partner codes on an ongoing basis.
• Pull reports on used and unused codes and follow up with the IR team regarding unused codes.
• Troubleshoot code‑related questions and resolve issues in a timely manner.
• Send deliverable outline emails to partners upon onboarding.
• Send deliverable reminder emails and track outstanding items.
• Maintain accurate records of codes, contracts, and deliverables within internal systems.

• Review partner contracts and send deliverable emails aligned with contract terms.
• Maintain and update the partnership primary spreadsheet with current partner information.
• Ensure new partners are added to all required systems and contact lists.
• Update and distribute the partnership contact list to the internal team on a regular cadence.
• Act as a point of contact for partner questions, escalating issues as needed.

• Schedule supplier partner registrations on Prestige calendars.
• Send presenter reminders and Prestige reminder communications.
• Log in early to support IT needs and remain present during sessions to support IR and supplier partners.
• Share post‑event attendance and reporting with supplier partners.

• Pull and organize reports from Zoom, Cvent, BI tools, and other platforms.
• Build and maintain historical reporting data for future analysis.
• Organize reporting by geographic location and partner type.
• Track outstanding partner actions, codes, and deliverables.
• Support the development and cleanup of data to ensure accuracy and usability.
• Maintain and update all IR marketing collateral, including:
• Proposal Path content sections
• Execute social media campaigns as requested in alignment with brand marketing guidelines.
• Maintain and update the destination expertise webpage.
• Provide light IT and design support for Proposal Path beyond proposal updates.

• Maintain accurate partner records within MILO, including:
• Partner status
• Agreements and contracts
• Account ownership and partner level
• Assist with data cleanup efforts (duplicates, incorrect statuses, missing fields)
• Support troubleshooting of system issues and process gaps
• Help ensure partner records are updated as new agreements are executed

• Act as point of contact for:
• Oversee partner agreements and ensure alignment with IR processes
• Manage promotions and offers by:
• Adding them to Industry Relations updates
• Removing expired offers
• Ensuring accuracy and visibility

• High School Diploma or G.E.D.
• Strong written and verbal communication, organizational, and Microsoft Office skills.
• Effective time management, attention to detail, and interpersonal skills.
• Team player who thrives in a fast‑paced, high‑volume work environment with a proven ability to learn and adapt quickly.
• Proven experience effectively multi‑tasking and networking.
• Must be able to flex work start and end times based on business needs.

• Minneapolis Sick & Safe Time
• Holiday Pay (if scheduled to work on the holiday and based on the number of hours scheduled)