Sales Administrative Assistant

About the role

The Administrative Assistant supports Sales Managers, Catering Managers, and Conference Managers in various administrative tasks.

Responsibilities

• Juggle multiple tasks and projects with accuracy in a fast-paced environment
• Show strong administrative skills and attention to detail
• Show exceptional customer service skills, both over the phone and in person, with customers and internal departments
• Manage different personalities, work styles, and needs
• Write (or review) and distribute emails, correspondence, memos, letters, and customer-specific communications as requested
• Aid in the preparation of regularly scheduled reports
• Assist in returning phone calls, qualifying leads with additional details, and helping clients with details on upcoming groups
• Coordinate reservations and amenities for Managers, ensuring the room is ready and amenities are delivered prior to arrival
• Assist with special project tasks, including mailings, sales blitz lists, and other sales-related activities
• Prepare contracts for Sales and Catering Managers, merging, altering, and distributing for a tentative booking
• Create post-convention reports and merge corresponding thank-you letters
• Conduct site visit tours for Sales and Catering clients
• Send first contact template responses to Catering inquiries with basic hotel information
• Aid in managing the execution of small one-day meetings or rooms-only programs
• Work directly with Operations/Restaurant to help coordinate the handling of functions
• Communicate with Catering and Conference events to inform cut-off dates, review pickup reports for straight-line availability
• Aid in event execution, including walking meeting rooms to ensure set is accurate, greeting meeting planners in meeting rooms on event days, and communicating requests to appropriate departments for execution
• Perform other duties as assigned

Requirements

• Ability to juggle multiple tasks & projects with superb accuracy in a fast-paced environment
• Strong administrative skills and attention to detail
• Exceptional customer service skills, over the phone and in person, with customers and internal departments
• Manage different personalities, work styles, and needs
• Write (or review) and distribute emails, correspondence, memos, letters, and customer-specific communications as requested
• Aid in the preparation of regularly scheduled reports
• Assist in returning phone calls, qualifying leads with additional details, and helping clients with details on upcoming groups
• Coordinate reservations and amenities for Managers, ensuring the room is ready and amenities are delivered prior to arrival
• Aid in special project tasks, including mailings, sales blitz lists, and other sales-related activities
• Prepare contracts for Sales and Catering Managers, merging, altering, and distributing for a tentative booking
• Create post-convention reports and merge corresponding thank-you letters
• Conduct site visit tours for Sales and Catering clients
• Send first contact template responses to Catering inquiries with basic hotel information
• Aid in managing the execution of small one-day meetings or rooms-only programs
• Work directly with Operations/Restaurant to help coordinate the handling of functions
• Communicate with Catering and Conference events to inform cut-off dates, review pickup reports for straight-line availability
• Aid in event execution, including walking meeting rooms to ensure set is accurate, greeting meeting planners in meeting rooms on event days, and communicating requests to appropriate departments for execution
• Perform other duties as assigned

Qualifications

• High school diploma or equivalent
• One to two years of administrative support experience
• Experience with Microsoft Office Suite, including Word, Excel, and Outlook
• Excellent communication and organizational skills
• Ability to handle confidential information with discretion
• Ability to multitask and prioritize effectively