Sales and Marketing Administrative Assistant

Sales And Marketing Administrative Assistant

Pyramid Global Hospitality is a leading hospitality management company with a portfolio of more than 200 hotels and resorts and over 18,000 associates across the United States, Caribbean, and Europe. Our platform includes Benchmark Resorts & Hotels, a collection of distinctive independent properties; Axiom Hospitality, our European hotel management company; and PYRAMIDWORKS, which provides integrated workplace and facilities services. With corporate offices in Boston, The Woodlands, Texas, and London, Pyramid combines global scale with a hands-on approach focused on exceptional service, operational excellence, and long-term partnerships.

At Pyramid, our people are at the heart of everything we do. We are committed to creating an environment where associates are respected, supported, and empowered to grow their careers. Team members have the opportunity to collaborate directly with experienced leaders, take on meaningful stretch assignments, and gain exposure to a diverse portfolio of properties, brands, and markets. Whether you are beginning your hospitality career or bringing years of experience, you'll find opportunities to learn, develop, and make an impact.

Our commitment to associates, guests, owners, and the communities we serve has helped make Pyramid and our properties among the most recognized in hospitality. From being named among the best places to work by respected publications such as USA Today, The Boston Globe, and The Houston Chronicle to earning top travel accolades from Travel + Leisure, Condé Nast Traveler, Forbes Travel Guide, and U.S. News & World Report, these recognitions reflect the culture, service excellence, and commitment to people that define the Pyramid experience.

About our property:

Currently undergoing the most significant transformation in its nearly four-decade history, Signia Hilton Naples Grande Beach Resort is being reimagined through a comprehensive resort-wide renovation set to redefine the guest experience. Updates will introduce redesigned guest rooms and suites, vibrant culinary offerings, destination-inspired experiences, premium wellness amenities, dynamic social and gathering spaces that encourage guest connection, along with Signia Hilton's warm, anticipatory service.Naples Grande Beach Resort is Set among lush mangrove forests on Florida's Paradise Coast; Naples Grande Beach Resort is a 474-room retreat offering direct access to three miles of white sand beach. The iconic resort is currently undergoing a transformative, property-wide revitalization that will debut in early 2027, ushering in a new era of modern coastal luxury. The comprehensive reimagination will refresh guest accommodations, dining venues, public spaces and select meetings and event offerings while honoring the timeless beauty and the natural surroundings of Naples. The resort features more than 88,000 square feet of indoor and outdoor meeting and event space, multiple dining outlets and a full-service spa, making it a premier destination for leisure travelers, groups and special events.

What you will have an opportunity to do:

The Sales and Marketing Administrative Assistant provides essential administrative, sales, and operational support to the Sales and Marketing team in a fast-paced resort environment. This role supports top-line revenue generation by ensuring timely, accurate, and professional handling of sales inquiries, proposals, contracts, site visit preparation, client amenities, departmental communications, supplies, reporting, and sales system updates. The ideal candidate is highly organized, detail-oriented, guest-focused, and able to manage multiple priorities while supporting internal stakeholders and external clients with professionalism.

Key Responsibilities

• Answer and monitor the Sales phone line, retrieve voice leads, document complete and accurate caller information, and distribute messages or inquiries to the appropriate sales manager in a timely manner.
• Prepare accurate sales proposals, contracts, addendums, and related correspondence within established deadlines, ensuring proper formatting, details, and brand standards.
• Support sales managers with Delphi entries, including meeting space loading, lead updates, group details, site information, and other required sales system documentation.
• Assist with Opera reservations, VIP arrivals, client amenities, site meal reservations, and arrival reports to support site visits, client events, and executive review.
• Coordinate site inspections and client visits by preparing site books, showroom checks, room preparation, site alerts, client gifts, and related internal communications.
• Maintain inventory and ordering of departmental supplies, client gifts, sales collateral, promotional materials, and other Sales and Marketing resources.
• Coordinate and process client gifts, site gifts, Craftable orders, and amenities in Alice or other designated systems, ensuring timely delivery and accurate documentation.
• Submit and follow up on HOTSOS items, room readiness needs, and service requests related to showroom preparation, site inspections, and client experience expectations.
• Prepare, proofread, format, distribute, and file correspondence, proposals, contracts, reports, internal forms, site alerts, and sales materials as assigned.
• Maintain organized electronic and physical files for accounts, proposals, contracts, client visits, sales collateral, and administrative records.
• Provide administrative support for Sales and Marketing leaders and sellers, including meeting preparation, document production, report support, calendar coordination, and special projects as needed.
• Serve as a professional liaison between Sales, Marketing, Catering, Conference Services, Reservations, Front Office, Food and Beverage, and other operating departments.

What are we looking for?

• High school diploma or equivalent required; associate or bachelor's degree in hospitality, business administration, marketing, communications, or a related field preferred.
• Previous administrative support experience required; hotel, resort, sales, catering, or hospitality experience preferred.
• Strong written and verbal communication skills with the ability to interact professionally with clients, guests, managers, and team members.
• Exceptional attention to detail, accuracy, organization, proofreading, and follow-through.
• Ability to prioritize workload, meet deadlines, and manage multiple requests in a fast-paced environment.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint; experience with Canva or similar design tools preferred.
• Experience with hospitality systems such as Delphi, Opera, Alice, HOTSOS, or similar platforms preferred.
• Ability to maintain confidentiality, exercise sound judgment, and represent the resort in a professional manner.

Performance Expectations

• Provide complete and accurate information for each Sales phone message or voice lead received.
• Prepare proposals and contracts accurately, professionally, and within established turnaround expectations.
• Proofread all documents before distribution to ensure correct names, dates, rates, concessions, formatting, and client details.
• Maintain timely communication with sales managers and operating departments regarding client needs, site visits, amenities, and service requests.
• Demonstrate ownership of assigned tasks by following through until completion and proactively communicating status updates.
• Contribute to a positive, service-driven Sales and Marketing office environment that supports revenue goals and an excellent client experience.

Working Environment

This position works primarily in an office environment within a resort or hotel setting and requires frequent interaction with Sales and Marketing team members, operational departments, clients, and guests. The role may require occasional walking throughout the property to support site visits, showroom checks, amenities, and client experience needs.

Compensation:

$41600 - $41600

Pyramid Global Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.