Administrative Assistant

Sales And Catering AdminThe Sales and Catering Admin has overall responsibility for providing administrative support for Sales and or Catering and for the efficient and smooth execution of all catering events. Individual must utilize available resources to provide excellent customer satisfaction. Requires knowledge of, and adherence to, hotel's policies and procedures and all Sales/Catering policies, systems and procedures. The Sales & Catering Admin will meet or exceed sales standards, taking corrective action as needed to ensure standards are maintained. Work hours/days vary as directed by the business needs and can include weekends and Holidays.This description is a summary of primary responsibilities and qualifications. The job description is not intended to include all duties or qualifications that may be required now or in the future. The Hotel operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting times, and hours worked in a week.Essential FunctionsAdministrative support – GeneralProvided administrative support to both the Sales & Catering Sales Managers:Established and maintains accurate files and trace system for the hotelMaintains Delphi system certification requirementsPrepares and distributes mailDesigns and creates marketing materials using CanvaDistributes group resumes/BEO and all other pertinent customer communication to insure serviceAnswers calls, uncover client needs and forward calls to appropriate sales team memberMaintains and orders office supplies and sales collateral as needed and within budgetCompletes daily and weekly sales reports for sales teamIf assigned to New market Systems Analyst responsibilities, Sales & Catering Assistant will be provided with a supplemental job requirements outlining these NSA duties & responsibilitiesAdministrative support – SALESProvides administrative support to the Group Sales Managers:Verifies and communicates group daily event guaranteesPlaces follow-up calls to clients upon completion of events, sends thank you and comment card.Maintains rapport with competitive hotels catering staff to align both hotels to receive overflow referralsCompletes RFP accordingly and timelyChecks for incoming leads on the hour and distributes to sales managers per market guidelines (when assigned this duty by DOS&M)Administrative support – CATERINGProvides administrative support to the Catering Sales Managers:Generates and distributes Banquet Event OrdersMaintains Banquet Event OrdersPrepares weekly event packets and distributes to all department proper to weekly BEO meetingCoordinates the BEO meeting with all departments to ensure professional execution of eventsCoordinates eventsWorks closely with Food & Beverage Managers/Supervisors and Banquet Staff at both hotels to ensure all details are followed as specified by clientAssists with any event changes and special catering related requestsVerifies timely completion of contract, credit applications and billing proceduresKnowledge, Skills & AbilitiesTwo year's administrative experience or any combination of similar education and experienceLanguage Skills: Read, write and speak English fluently. Ability to communicate effectively and professionally with other business departments, guests and vendors. Ability to diplomatically deal with difficult situations and people, while exhibiting a consistent level of professionalism.Technical Skills: Computer skills, including spreadsheets, word processing and email.Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, report or schedule form.Other Skills & Abilities: Experience in meeting deadlines and multiple priorities of business demands as required. Possess basic knowledge of business contracts. Able to work with general supervision. Operate office equipment such as, but not limited to, printers, fax machine and copiers.Physical DemandsFrequent walking, standing, sitting, hearing, talking, smiling. Lifting of objects weighing up to ten (10) poundsDoubleTree by Hilton Downtown Omaha is an Equal Employment Opportunity employer. We are committed to creating an inclusive environment for all employees and applicants. Employment decisions are made without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, genetic information, veteran status, or any other protected characteristic in accordance with applicable federal, state, and local laws.We encourage applications from individuals of all backgrounds and experiences and are dedicated to fostering a workplace that values diversity, equity, and inclusion.