Administrative Assistant

The 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.  

 ESSENTIAL JOB FUNCTIONS 

 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 FUNCTIONS

Administrative support – General

Provided administrative support to both the Sales & Catering Sales Mangers:

• Established and maintains accurate files and trace system for the hotel 
• Maintains Delphi system certification requirements 
• Prepares and distributes mail 
• Designs and creates marketing materials using Canva
• Distributes group resumes/BEO and all other pertinent customer communication to insure service 
• Answers calls, uncover client needs and forward calls to appropriate sales team member 
• Maintains and orders office supplies and sales collateral as needed and within budget 
• Completes daily and weekly sales reports for sales team 
• If assigned to New market Systems Analyst responsibilities, Sales & Catering Assistant will be provided with a supplemental job requirements  outlining these NSA duties & responsibilities  

Administrative support – SALES 

Provides administrative support to the Group Sales Managers: 

• Verifies and communicates group daily event guarantees 
• Places 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 referrals 
• Completes RFP accordingly and timely 
• Checks for incoming leads on the hour and distributes to sales managers per market guidelines (when assigned this duty by DOS&M)

Administrative support – CATERING 

Provides administrative support to the Catering Sales Managers: 

• Generates and distributes Banquet Event Orders 
• Maintains Banquet Event Orders 
• Prepares weekly event packets and distributes to all department proper to weekly BEO meeting 
• Coordinates the BEO meeting with all departments to ensure professional execution of events 
• Coordinates events 
• Works closely with Food & Beverage Managers/Supervisors and Banquet Staff at both hotels to ensure all details are followed as specified by client 
• Assists with any event changes and special catering related requests 
• Verifies timely completion of contract, credit applications and billing procedures 

KNOWLEDGE, SKILLS & ABILITIES

Experience 

• Two year’s administrative experience or any combination of similar education and experience 
• Language 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 no limited to, printers, fax machine and copiers. 

 PHYSICAL DEMANDS

 Frequent walking, standing, sitting, hearing, talking, smiling.  Lifting of objects weighing up to ten (10) pounds

DoubleTree 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.