Administration Assistant | Tarrytown House Estate | Tarrytown NY

Administration Assistant | Tarrytown House Estate | Tarrytown NY

Job Category: Sales & Marketing

Full-Time

Salary: $70,000 USD per year

Location: Tarrytown, NY 10591, USA

Job Details

Description

The Administrative Assistant is a versatile and service-oriented team member responsible for supporting hotel operations throughout the year. During peak business seasons, this role focuses on Conference Services support, event coordination, client relations, and revenue-generating upselling opportunities. During slower business periods, the position provides administrative support to the General Manager and Human Resources department, assisting with various operational, employee, and organizational initiatives.

This position requires strong organizational skills, excellent communication abilities, attention to detail, and flexibility to adapt to changing business demands.

High Peak Season Responsibilities (Conference Services & Event Support)

• Support the Conference Services department with event planning and execution.
• Assist with coordinating meetings, conferences, weddings, and group events.
• Conduct upselling efforts for guest rooms, event spaces, catering packages, and hotel amenities.
• Serve as a point of contact for clients before, during, and after events.
• Prepare event documentation, resumes, and Banquet Event Orders (BEOs).
• Coordinate communication between clients and hotel departments to ensure successful event execution.
• Assist with event billing, deposits, rooming lists, and final event reconciliation.
• Conduct property tours and assist with sales presentations as needed.
• Monitor event details and ensure guest satisfaction throughout the event lifecycle.

Winter Season Responsibilities (General Manager & Human Resources Support)

• Provide administrative support to the General Manager and Human Resources department.
• Assist with recruitment efforts, including scheduling interviews and onboarding activities.
• Assist with employee engagement programs, recognition initiatives, and training coordination.
• Prepare reports, correspondence, presentations, and other administrative documents.
• Support payroll and benefits administration processes as needed.
• Coordinate meetings, maintain calendars, and organize departmental records.
• Assist with company communications, policies, and special projects.
• Ensure confidentiality of employee and company information.

Qualifications

• Previous experience in hospitality, conference services, event planning, sales, administration, or human resources preferred.
• Strong organizational and time-management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• Strong customer service and relationship-building abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with hotel property management systems, sales systems, or HRIS systems is preferred.
• Ability to maintain confidentiality and exercise sound judgment.

Core Competencies

• Customer Service Excellence
• Attention to Detail
• Communication Skills
• Teamwork and Collaboration
• Organization and Planning
• Problem Solving
• Adaptability and Flexibility
• Professionalism
• Revenue Generation and Upselling

This position provides a unique opportunity to gain experience in hotel operations, conference services, sales support, executive administration, and human resources while playing a key role in the overall success of the property.

Abilities required

• Ability to be assertive and persuasive without being aggressive. Excellent communicator with strong written and verbal communication skills. Track record of developing long term relationships. Ability to quickly evaluate alternatives and decide on a plan of action. Organizational skills including follow-up, time management, ability to multi-task and manage multiple priorities in a fast paced environment. Skills for problem-solving, analysis, effective decision-making, negotiation and interpretation of contracts. Strong interpersonal communication and networking skills. Ability to effectively present information in one-on-one and group situations to customers, client, and other employees of the organization. Knowledge of hotel features, benefits, and competing hotels within the market. Working knowledge of MS Word, Excel and Outlook. Knowledge of Hotel Sales Pro and experience a plus!

Customer Satisfaction:

Our customers/vendors are our priority. One of the keys to a positive guest experience is positive interaction with staff and patrons. It is essential to remain professional at all times, and to treat all guests and associates with courtesy and respect, under all circumstances. Every PM Hotel Group associate is a guest relations ambassador, every working minute of every day. The position is a key ambassador and representative of PM Hotel Group's Support Center.

Work Habits:

In order to maintain a positive guest and associate experience, your work habits should always meet and strive to exceed hotel standards for work procedures, dress, grooming, punctuality and attendance. You should be adaptable to change in your work area and in hotel procedures with a willingness to learn new skills and/or improve existing ones, have the ability to solve routine problems that occur on the job, and ask for help whenever you are not sure how to do something. During major service hours it is expected to have the position expedite in front of the line and be visible to the guests in the dining room. Ability to sit, stand, and walk for extended periods. Ability to work evenings, weekends, and holidays as business needs require.

Safety & Security:

The safety and security of our guests and associates is of utmost importance to PM Hotel Group. Every PM Hotel Group associate should adhere to the hotel security policies and procedures, particularly regarding key controls, lifting heavy objects, using chemicals, and effectively reporting safety hazards and safety concerns.

Note:

This description excludes non-essential and marginal functions of the position that are incidental to the performance of the fundamental job duties. Furthermore, the specific examples in each section are not intended to be all-inclusive. Rather, they represent the typical elements and criteria considered necessary to perform the job successfully. Other job-related duties may be assigned by the associate's supervisor. Furthermore, this description is subject to change, at the sole discretion of the Company, and in no way creates an employment contract, implied or otherwise; each associate remains, at all times, an "at will" associate.