Job Description
Office & Visitor Services Specialist
Paducah Convention & Visitors Bureau
Position Summary
The Office & Visitor Services Specialist directly assists the President & CEO and is the person who keeps the CVB office and lobby running day to day. It is a two-sided role: high-level executive support paired with hands-on office, visitor-services work.
The heart of the job is keeping a lot of balls in the air at once: high-energy multitasking without losing the details, staying calm and patient when things get hectic or unusual, and being observant enough to catch what matters. The right person notices what’s happening around the office, handles walk-ins and odd requests with ease, and takes recurring, time-intensive work off the CEO’s plate.
This role also has a real physical component, including lifting and moving heavy boxes and setting up for events and seasonal projects.
Department: Administration & Visitor Services
Reports To: President & CEO
Classification: Full-Time
Location: Paducah, Kentucky (On-Site)
Key Responsibilities
Executive & Administrative Support
- Manage and help maintain the CEO’s calendar, including scheduling meetings, appointments, and travel, anticipating conflicts and protecting focus time.
- Prepare agendas, briefing materials, and background documents; capture and circulate action items and follow-ups.
- Handle sensitive and confidential information with discretion and professionalism.
- Maintain professional, positive communication with all stakeholders, from community members and partners to city and state leadership, representing the CVB’s mission and values.
Office & Lobby Operations
- Serve as a welcoming, calm first point of contact in the lobby, managing walk-ins and phone calls and handling unusual requests with patience and good humor.
- Stay available and flexible as things come up throughout the day, shifting between tasks without losing track of them.
- Be observant and discreet: stay aware of the projects and conversations happening around the office so you can anticipate needs and answer local and visitor questions accurately.
Visitor Services & Collateral Management
- Monitor and respond to visitor inquiries and requests from [email protected], using the website and CRM as resources for links, events, and map attachments.
- Keep the Brochure Inventory Spreadsheet current, including partner contacts; reorder brochures from the appropriate organizations when stock runs low, and log order dates and turnaround so you can anticipate future needs.
- Track CVB collateral inventory in the back storage room and alert the appropriate staff member when supplies run low, so the office never runs out.
- Keep visitor handouts printed and up to date, including the Historical Audio Tour sheets, Lower Town sheet, Antique Stores, Quilt & Fabric Stores, and Art Murals.
- Print maps and documents from the CRM and shared drive as needed.
- Make sure Ambassadors have the maps and information they need for greeting visitors and riverboat dockings.
CRM & Digital Content
- Build new business and partner accounts in the CRM from start to finish.
- Update hotel photos through each property’s media account in the CRM (a periodic, multi-hour pass through the full list).
- Use the CVB website as a working resource for links, events, and map attachments when answering requests.
Reporting, Data & Document Production
- Help assemble and format recurring reports, in the CVB’s established formats and section structure.
- Help maintain and build spreadsheets, trackers, and templates that keep recurring work consistent.
- Work fluently across Canva and Google Workspace, and handle files confidently, including saving and converting documents between formats (for example, Word to PDF) to fit how information needs to flow.
- Format documents to CVB brand and standards, catching errors before materials go out.
Presentations & Communications
- Help produce polished slide presentations and visual materials for the CEO’s speaking engagements, board meetings, community events, and partner briefings in coordination with the Marketing Team.
- Ensure presentation materials are on-brand and meet CVB standards for design, tone, and accuracy.
- Proofread and tighten written materials for clarity, tone, and accuracy.
Supplies, Facilities & Signage
- Keep kitchen and janitorial supplies stocked by ordering in bulk on a rotation for pickup or delivery, minimizing trips that pull staff away from the lobby.
- Make holiday and “office closed” signage as needed.
- Help keep shared office spaces orderly and well stocked.
Project, Deadline & Seasonal Coordination
- Support special projects, events, residencies, and activations, including prep, setup, and on-site presence.
- Assist with board-related administration, including meeting logistics, materials preparation, and communication.
- Spring: help process postage and mail seasonal brochure mailings (such as the Field Guide quilt mailing); pull event supplies from the storage building (Creative Companions boxes, chairs, coolers) for Quilt Week; set up the lobby and support the seasonal Ambassador; and handle food and supply runs for Quilt Week and other events.
- Winter: lead Christmas decorating, including retrieving decor from the attic, and help organize the annual Open House.
Deliveries & Off-Site Tasks
- Complete off-site tasks for the CEO and office, including picking up and dropping off materials, documents, gifts, and supplies.
- Coordinate deliveries, vendor pickups, and time-sensitive off-site tasks, including bulk supply and event pickups from stores such as Sam’s Club and Walmart.
Qualifications
Required
- 4+ years of experience in an executive assistant, office coordinator, administrative, or similar role.
- A high-energy multitasker who stays detail-oriented and keeps many things moving at once without dropping them.
- Calm and patient under pressure, with the composure to handle unusual requests and busy days gracefully.
- Observant, discreet, and trustworthy, with sound judgment about what needs attention and what stays private.
- Strong writing and editing skills; able to draft clean, professional correspondence with light direction.
- Comfort with spreadsheets and data (Excel and/or Google Sheets) for inventory tracking and reporting.
- Fluent in Canva and Google Workspace; confident with computer files and formats, including converting documents (for example, Word to PDF).
- Comfortable learning and working in a CRM, including building listings and adding contacts and media.
- Demonstrated ability to produce professional presentations and slide decks.
- Strong attention to detail, formatting, and brand consistency.
- High level of discretion, integrity, and sound judgment.
- Strong time management with the ability to prioritize competing demands.
- Valid driver’s license and reliable transportation for errands and off-site tasks.
- Able to lift and move heavy boxes and supplies and perform regular light physical tasks (see Physical Requirements).
Preferred
- Experience in tourism, hospitality, economic development, or a nonprofit/public-sector environment.
- Front desk, visitor services, or other public-facing experience.
- Experience with a CRM or similar database.
- Comfort learning new reporting tools and dashboards.
- Comfort in a fast-paced, dynamic environment where priorities can shift quickly.
Work Environment & Physical Requirements
This position is on-site at the CVB office in Paducah, Kentucky, and is lobby-based, involving regular computer work, phone communication, and in-person interaction with visitors, partners, and staff. Occasional evening or weekend availability is required for events and public engagements.
The role is physically active. Regular duties include lifting and carrying heavy boxes of brochures and shelving them in back storage, retrieving supplies and materials from the back storage building, moving event items such as Creative Companions boxes, chairs, and coolers, and getting seasonal decor down from the attic. Off-site errands and delivery pickups are also part of the job.
- The Paducah Convention & Visitors Bureau is an equal opportunity employer. This job description is intended to describe the general nature and level of work performed and is not an exhaustive list of all responsibilities.
Pay: $41,000.00 - $46,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Vision insurance
Application Question(s):
- Do you have 4+ years of experience in an executive assistant, office coordinator, or administrative role?
- This position requires regularly lifting and carrying boxes of brochures and event supplies, retrieving items from a storage building and attic, and running errands using your own vehicle. Are you able to perform these duties?
- This role is on-site in Paducah, Kentucky, full time, with occasional evening and weekend hours for events. Are you available to work on-site under this schedule?
Education:
- High school or equivalent (Required)
License/Certification:
- Driver's License (Required)
Ability to Commute:
- Paducah, KY 42001 (Required)
Work Location: In person
