Admin & Sales Assistant

About the role

The Administrative & Sales Assistant plays a crucial role in supporting the leadership team and sales departments at The Observatory Sun Valley, a new luxury hotel and for-sale residence in Ketchum, Idaho.

Responsibilities

• Provide administrative support to the Executive Committee, including calendar management, meeting coordination, travel arrangements, document preparation, and project tracking.
• Prepare presentations, reports, meeting materials, and executive correspondence.
• Aid in ownership visits, VIP arrivals, residence owner communications, and special projects.
• Maintain confidential files, records, contracts, and executive documents.
• Support pre-opening initiatives, training logistics, vendor coordination, and operational projects.
• Assist departments across the resort with administrative projects and communications as needed.
• Aid the Sales team in achieving revenue goals through administrative support, reporting, database management, and client communication.
• Prepare proposals, contracts, customer correspondence, appreciation letters, and promotional materials.
• Cover site inspections, client presentations, and property tours.
• Maintain sales collateral, sales kits, and client records.
• Aid in group business detailing, rooming lists, billing requirements, VIP arrangements, and event coordination.
• Monitor group room blocks, pickup, cut-off dates, and group wash.
• Support post-booking group coordination and communication with operating departments.
• Build and maintain strong relationships with clients, travel advisors, wholesalers, and business partners.
• Assist the Director of Revenue Management with reporting, forecasting, rate loading, inventory management, and distribution systems.
• Run sales, pace, forecast, booking, inquiry, and production reports.
• Manage group inventory and room block accuracy.
• Auxiliary in OTA parity checks and rate audits.
• Build and maintain rate codes and reservations as required.
• Upload STR data and assist with revenue reporting and analysis.
• Monitor commissionable groups and process commission requests.
• Process purchase orders, invoices, and special requests.
• Answer phones, manage mail distribution, maintain filing systems, and coordinate office supplies.
• Ensure operational issues are communicated through proper channels.
• Attend meetings and training sessions as required.
• Support the General Manager and Executive Committee with special projects and operational initiatives.

Qualifications

• At least three years of progressive experience in a hotel or a related field required.
• High School diploma or equivalent required.
• College course work in related field helpful.
• Must possess computer skills, including, but not limited to, use of MS Word and Excel.
• Knowledge of Delphi and Fosse a plus.
• At least one year experience in MS Access, including Word, Excel, Power Point or Data Warehousing helpful.
• Experience in an Internet or Intranet environment helpful.
• Knowledge of Request For Proposal (RFP) process and/or Corporate Volume Accounts helpful.
• Experience with Budget, Expense, End of the Month, and Competitive Analysis Reports beneficial.
• Newmarket Sales & Catering Systems (Delphi) experience preferred.
• Fosse, Opera, Micros-Fidelio Property and Yield Management Systems experience preferred.
• RFP Publishers and Internet / Intranet Web Sites experience preferred.
• Knowledge of Accounting / Purchasing Programs Helpful (e.g. Image Now).
• Crystal and Market Vision Report Writers (Delphi reports) experience preferred.