Reports: Executive Director of Hotel Sales & Marketing
Position Summary: The Sales Executive Assistant & Coordinator provides comprehensive administrative, operational, and sales support to the Executive Director of Hotel Sales & Marketing. This role supports group and event sales coordination, reporting, training initiatives, audit preparation, and proactive business development efforts while ensuring seamless communication across departments.
Essential Duties and Responsibilities
* Update and finalize Banquet Event Orders (BEOs).
* Communicate with event and group contacts regarding cut-off dates, guest counts, and outstanding details.
* Confirm group room night counts using PMS for commissions and partner rewards.
* Submit necessary documentation of folios for commissions and rewards.
* Process Event and Group related partner rewards in hotel system.
* Prepare and distribute weekly Event and Group Packets to Hotel Department Managers.
* Maintain accurate client communication records in ReServe CRM.
* Provide on-site “Red Carpet” services for event planners and groups as appropriate.
Sales & Business Development Support
* Proactively engage in selling efforts to corporate event and group prospects, supporting revenue growth initiatives.
* Participate in local promotional events (Bridal Shows, Business Expos, Tourism Events, etc.).
* Assist with lead management, follow-up, and coordination with sales team members.
* Prepare sales proposals, presentations, client-facing materials, and internal training documentation.
Reporting & Analytics
* Run brand-specific reports on sales performance and forecasting as directed.
* Maintain accuracy of CRM, sales databases, and reporting tools.
* Assist with hotel sales audits and brand compliance reviews.
* Compile audit documentation, reports, and follow-up action plans.
Executive & Administrative Support
* Manage the Executive Director’s calendar, including scheduling virtual and in‑person meetings.
* Prepare meeting agendas, presentations, reports, and follow‑up documentation.
* Serve as liaison between the Executive Director and internal departments.
* Support sales‑related projects as assigned.
Training & Project Support
* Assist with sales‑related projects as assigned.
* Create and maintain training materials, SOPs, and internal documentation.
Knowledge, Skills, and Requirements
* Strong organizational and time‑management skills.
* Excellent written and verbal communication skills.
* Proficiency in Microsoft Office (Word, Excel, Outlook).
* Ability to handle difficult or emotional customer situations professionally.
* Strong attention to detail.
* Ability to prioritize tasks and meet deadlines under pressure.
* Ability to work independently and exercise sound judgment with minimal supervision.
* Ability to produce high‑quality, error‑free work.
* Collaborative team mindset with a positive attitude.
#J-18808-Ljbffr