Purpose:
The Administrative Assistant, Sales supports administrative duties for the Group National Sales Team and reports to the Vice President, Group Sales. The Administrative Assistant's responsibilities include, but are not limited to managing calls, calendars, travel, & project management, creation of presentations & agendas, capturing & organizing notes from key meetings, oversight of Group database, management of online files, preparing reports & financial data, overseeing the Sales discipline checkbook & Accounts Receivable process; communication with hotel Group sellers & Sales Leaders as needed, and management of cross-discipline communication with Finance for all sales, group & Group related accounting.
In addition to above, the Administrative Assistant assists the Director of Branded Experiences, as needed, in the planning of all Opt-In Events for the Group National Sales Team, this includes but is not limited to: Invitation creation in Workfront, direct interactions with suppliers, internal calendar management, and client list/RSVP management.
Essential Functions and Responsibilities:
- Liaises directly with hotel(s) on behalf of the National Sales Director to ensure timely responses and serves as a resource in the booking process
- Interacts directly with clients on behalf of the National Sales Director, providing additional resources at the brand level to assist clients as needed
- Acts as a proxy for their National Sales Directors when traveling to manage internal and external stakeholder expectations as well as maintain workflow
- Manages the daily lead distribution, ensuring key accounts and regional distribution is being actioned in a timely manner and that all activity is logged in the sales systems for efficiencies and future communication
- Oversee daily activity reports to ensure all leads are accurately attributed to their National Sales Directors
- Develop and maintain trace and follow up processes
- Write (or review) and distribute email, correspondence memos, letters + customer specific communications as requested
- Assist in the preparation of regularly scheduled reports and LSO communications
- Develop and maintain a durable system to manage multiple individuals and projects
- Attend calls and key meetings to capture notes and distribute to participants
- Update and maintain office policies and procedures
- Order office supplies, book travel arrangements, submit and reconcile expense reports
- Oversee Sales checkbook and month end Accounting
- Act as the point of contact for internal customers
- Manage timing for key meeting agenda times, take minutes and post timely for stakeholder review
- Work within LSO communication framework to ensure that the hotels are kept abreast of key reporting and communications as assigned
- Ensure Group Team use of Delphi FDC for account management, adhere to all guidelines as set forth in the Delphi Procedures and Standards
- Input all Sales initiatives in FDC for future success tracking
- Maintain Sales One Drive, Archiving old files, ensuring most recent and relevant are available to stakeholders
- Respect guidelines of confidentiality and code of ethics in all company areas. Represent Loews Hotels in a professional manner at all times.
- Notifies appropriate individual promptly and fully of problems and/or unusual matters of significance
- Is polite, friendly, and helpful to guests, management and fellow employees
- Ability to manage different personalities, work styles and proactively manage workflow improvements to improve efficiencies
- Complies with required safety regulations and procedures
- Attends appropriate meetings and training sessions
- Other duties as assigned
Qualifications:
- Must be computer savvy and proficient in Microsoft Excel, Outlook and SharePoint
- Strong Internet research skills, communication skills, and collaboration skills
- Ability to write, speak and interact clearly and professionally
- Strong administrative skills, attention to detail, good analytical skills
- Exceptional customer service skills, over the phone and in person
- Ability to juggle multiple tasks + projects with superb accuracy in a fast paced environment
- Strong multi-tasking and time-management skills with the ability to prioritize assignments
- Can handle sensitive information with the highest degree of integrity and confidentiality
- Flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and team members, outside clients and vendors
- Must be able to perform the duties outlined within the assigned job description
- Strong knowledge of Delphi FDC and other key sales systems + technology
- Agile with the ability to disseminate large amounts of information and implement plans to support the needs of the LSO
- Ability to change with the needs of the company and integrate and emulate the Loews Culture
- Knowledge of the hospitality industry and exposure to sales
- Past project management experience
- Self-Motivated to move through projects without oversight
- Proficiency with Microsoft Excel and PowerPoint Efficient
- An anticipatory approach to project management
- Strong sense of urgency and problem solving skills
Education:
- Bachelor’s Degree or equivalent experience
Experience:
- 3+ years administrative experience, preferably in a corporate setting
- Experience in sales and sales systems (e.g., Delphi) is a strong plus
United States
