Media Relations & Tourism Global Development Assistant

Department:     Media Relations and Tourism and Global Development

FLSA Status:   Non-Exempt

Reports To:    Vice Presidents, Media Relations and Tourism and Global Development 

Effective Date: March 2025           

Choose Chicago is the official sales and marketing organization responsible for promoting Chicago as a global visitor destination to business and leisure travelers.

POSITION SUMMARY

To provide administrative support to the Media Relations and Tourism and Global Development departments whose shared goal is to drive more domestic and international leisure tourism to Chicago by promoting travel to Chicago and generating worldwide leisure stories for Chicago as a must-see destination.

SUPERVISOR RESPONSIBILITY:

N/A

RESPONSIBILITIES:

ADMINISTRATIVE SUPPORT:

• Provide comprehensive administrative assistance to two departments, including scheduling meetings, arranging travel, accommodations, preparing agendas, coordinating catering, and handling correspondence.
• Perform general tasks such as budget reconciliation, reporting, tracking, and processing mail and shipping.
• Organize meeting logistics, attendee tracking, and presentation support.
• Process invoices, purchase orders, and reimbursements.
• Order office supplies and promotional materials.
• Draft and prepare emails, reports, and other documents, ensuring accuracy and confidentiality.

• Handle incoming calls/emails, respond to client inquiries, fulfill requests for images, videos, research, and more.
• Maintain effective filing systems for tradeshows, sales mission, media coverage, and accounting.

• Collaborate with the marketing department to update existing and create new pieces of collateral (i.e. travel professional guide, brochures, pitch and fact sheets).

EVENT AND PARTNER COORDINATION:

• Represent the organization at travel trade and media events, receptions, and major events as needed.
• Coordinate welcome bags, logistics, and arrangements for travel trade and media familiarization tours (FAMs).
• Liaise with partner organizations, suppliers, and vendors.

DATA MANAGEMENT AND REPORTING:

• Track and analyze media coverage; prepare monthly and niche reports with metrics.
• Maintain a library of media coverage across all platforms (print, broadcast, electronic, social).
• Update and maintain department databases (SimpleView and Media Opps), ensuring accuracy and relevance.
• Create media lists and research with industry database tools (i.e. Cision)
• Assist with department activity and calendar updates in Asana.

ADDITIONAL DUTIES:

• Keep updated on market news, trends, and industry developments to provide new ideas and opportunities.
• As the official destination marketing organization for Chicago, Choose Chicago’s mission is to enrich our community by attracting meetings, events, and leisure travelers to Chicago for the economic benefit of the city, the community, and our membership.   At times, Choose Chicago employees may be required to assist with events and other business-related meetings and functions as part of their regular duties outside of regular business hours.  Non-exempt employees will receive additional overtime pay in accordance with state and federal laws for hours worked in a week over 40, including for working at any such events or meetings. 
• Perform other duties as assigned.