Career Opportunities

Job Title:                            Operations & Administrative Coordinator
Reports To:                        Vice President of Operations & Administration
Supports:                           President & CEO / Vice President of Marketing & Communications
Classification:                   Non- Exempt
Summary:                         
The Operations & Administrative Coordinator provides administrative and operational support to executive leadership and multiple departments across the organization. This position is responsible for coordinating a wide variety of administrative functions that contribute to the efficient day-to-day operation of GoProvidence, including executive support, board and committee administration, office operations, financial administration, vendor coordination and organizational recordkeeping. The ideal candidate is highly organized, detail-oriented, responsive and capable of managing multiple priorities while providing exceptional customer service to internal and external stakeholders

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Executive & Administrative Support

  • Provide administrative support to the President & CEO, Vice President of Operations & Administration and Vice President of Marketing & Communications.
  • Coordinate calendars, meetings, travel arrangements and meeting logistics.
  • Prepare expense reports, reimbursement requests, purchase orders and check requests.
  • Prepare correspondence, reports, presentations and other administrative documents.
  • Coordinate meeting materials and assist with follow-up on administrative action items as requested.

Board & Committee Administration

  • Coordinate Board of Directors and committee meetings.
  • Prepare and distribute agendas, board books and supporting materials.
  • Collect reports and supporting documentation from department leaders.
  • Record meeting minutes and maintain governance records.
  • Coordinate meeting logistics, locations and technology needs.
  • Maintain board and committee records in accordance with organizational record retention practices.

Office & Administrative Operations

  • Coordinate daily office administrative operations.
  • Manage office supplies, mail distribution, shipping, parking validation and general office needs.
  • Coordinate facilities-related requests and serve as a liaison with building management as appropriate.
  • Assist in coordinating organizational projects and cross-department administrative activities.
  • Professionally follow up with staff, vendors, partners and stakeholders to obtain information and ensure administrative deadlines are met.

Financial, Vendor & Compliance Administration

  • Prepare bank deposits and assist with routine financial administrative activities.
  • Maintain vendor files and executed contract documentation.
  • Track contract renewal dates and other recurring administrative deadlines.
  • Assist with maintaining insurance, licensing and other organizational documentation.
  • Coordinate routine communication with the organization's IT vendor regarding administrative requests.

Competencies:

  • Exceptional organizational skills and attention to detail.
  • Strong written and verbal communication skills.
  • Professionalism and excellent customer service orientation.
  • Ability to prioritize multiple responsibilities while meeting deadlines.
  • Initiative and dependability.
  • Strong follow-through and responsiveness.
  • Ability to work collaboratively with employees, executive leadership, Board members, partners, vendors, media representatives and the public.
  • Ability to exercise sound judgment and maintain confidentiality when handling sensitive information.
  • Proficiency with Microsoft Office applications and the ability to learn new software systems quickly.
  • Strong problem-solving skills and adaptability in a fast-paced environment.

Work Environment

 This job operates in an office environment. This role routinely uses standard office equipment such as computers, phones and photocopiers.

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk and hear. This is largely a sedentary role; however, some filing and lifting are required. The employee may occasionally lift boxes/items weighing up to 25 lbs. Occasional setup and breakdown of meeting materials or event supplies may also be required.

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are typically Monday through Friday, 8:30 a.m. to 5 p.m. Occasional evening or weekend work may be required for trainings or urgent HR/administrative needs.

Travel

Minimal travel may be required for trainings or professional development.

Requirements:

  • Associate's degree or equivalent combination of education and relevant experience.
  • Three or more years of progressively responsible administrative, office management, executive support or operations support experience.
  • Excellent organizational, interpersonal and communication skills.
  • Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel and PowerPoint.
  • Ability to manage multiple priorities with accuracy and professionalism.
  • Ability to maintain confidentiality and exercise sound judgment.

Preferred Education and Experience:

  • Experience supporting executive leadership, boards, or committees.
  • Experience with Emburse, Microsoft 365, content management systems, QuickBooks or similar business software.
  • Familiarity with marketing support, event coordination or nonprofit administration.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Interested and qualified applicants should email an introduction letter and resume to applications@goprovidence.com by the end of the day, July 24, 2026.

                                         

Job Title:             Group Tour & Travel Sales Manager                                                               (Revised 6.10.26)
Reports To:         Senior Vice President
Classification:    Full-Time / Exempt

Position Summary

The Group Tour & Travel Sales Manager is responsible for leading the development and growth of the group tour and travel trade market for Providence and Rhode Island. This position focuses on generating new business opportunities while strengthening relationships with domestic and international tour operators, receptive operators, travel planners, and other travel trade professionals.

Serving as both a sales professional and destination ambassador, the Group Tour & Travel Sales Manager actively promotes Providence and Rhode Island as premier group travel destinations by showcasing the region's attractions, cultural assets, hospitality offerings, and unique visitor experiences. The position works collaboratively with tourism stakeholders, hotels, attractions, transportation providers, and community partners to develop compelling travel products and itineraries that drive visitation and economic impact.

The successful candidate will possess strong sales, presentation, and relationship-management skills, a strategic mindset, and a passion for destination promotion. This individual will represent GoProvidence and the Rhode Island tourism industry at trade shows, sales missions, industry events, and client engagements while serving as a trusted resource for travel planners and tour operators seeking to bring business to the destination.

Sales & Business Development

  • Identify, solicit, and secure new group tour business for the Providence area.
  • Develop and execute an annual sales plan designed to achieve established tour and travel business development goals. 
  • Identify emerging market opportunities and industry trends to position Providence competitively within the group travel marketplace. 
  • Conduct sales presentations, virtual briefings, and in-person meetings with prospective clients.
  • Represent the destination at industry trade shows, sales missions, and marketplace events when appropriate.
  • Maintain active engagement with Discover New England (DNE) and the Rhode Island Commerce Corporation to ensure coordinated efforts and maximize the effectiveness of destination promotion initiatives.

Destination Promotion & Product Development

  • Maintain a strong working knowledge of Providence/Warwick’s tourism offerings, including attractions, historic sites, cultural venues, dining experiences, and special events.
  • Collaborate with local tourism stakeholders, including hotels, attractions, transportation companies, cultural institutions, and the GoProvidence Visitor Center, to create compelling group tour itineraries.
  • Assist tour operators in building customized itineraries and experiences that showcase the destination.

Stakeholder Collaboration

  • Serve as an advocate for the travel trade industry within the destination, helping stakeholders understand market trends, opportunities and customer expectations. 
  • Work collaboratively with the hospitality community to align tour programs with available hotel inventory and destination capacity.
  • Build and maintain relationships with local tourism product providers to ensure accurate and compelling destination information is available to travel planners.

Sales Administration & Reporting

  • Maintain accurate sales records, prospect activity, and lead tracking within the organization’s CRM system.
  • Monitor market trends and provide feedback on opportunities within the group tour segment.
  • Prepare periodic sales reports and updates on business development activity and pipeline.

Qualifications

  • Demonstrated sales experience, preferably within tourism, hospitality, travel trade, or destination marketing.
  • Knowledge of the Providence/Warwick region and its tourism offerings preferred.
  • Strong presentation and public speaking skills.
  • Excellent relationship-building abilities.
  • Ability to work collaboratively with a wide range of stakeholders, including hotels, attractions, and tourism partners.
  • Self-motivated with the ability to work independently in a part-time sales environment.
  • Strong organizational and communication skills.

Skills & Competencies

  • Destination and product knowledge
  • Strategic business development
  • Sales strategy
  • Relationship management
  • Negotiation and closing skills
  • Presentation and storytelling ability
  • Stakeholder collaboration
  • Time management and organization

Working Environment

  • This job operates in an office environment.  This role routinely uses standard office equipment, including computers, phones, photocopiers, and CRM systems.
  • While performing the duties of this job, the employee is regularly required to talk and hear.  This position is active and requires sitting, standing, walking, and bending.  The employee may have to lift boxes/items weighing up to 25 lbs.
  • This is a full-time position.  Days and hours of work are typically Monday through Friday, 8:30am to 5pm.  Some evenings/weekends/holidays may be required to accommodate site visits, travel schedules, tradeshows, and client meetings.
  • This position requires occasional travel.  Travel may be outside the local area and overnight.

Essential Functions

  • Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Preferred Education and Experience:

  • Bachelor’s degree from an accredited college or university, or equivalent work experience in the hospitality industry. Candidates should have a proven track record in hospitality or tourism sales, with strong customer service and relationship-building skills.

Interested and qualified applicants should email an introduction letter and resume to applications@goprovidence.com by the end of the day, July 9, 2026.