Administrative Assistant - Sales

Loews Arlington Hotel and Convention Center is a state-of-the-art, full-service meetings and resort destination that caters to groups of all sizes, as well as families who are looking for a world-class experience in the epicenter of the premier sports and entertainment district in the country. Centrally located between Dallas and Fort Worth between iconic sports stadiums, Globe Life Field, home of the 2023 World Series Texas Rangers and AT&T Stadium, home of the Dallas Cowboys, the 888-room resort features five restaurants and lounges, two pools with an authentic sandy beach, cabanas and a water slide as well as a fitness center, full-service spa and salon and 266,000 square feet of meeting and event space.

Purpose

The Administrative Assistant, Sales supports administrative duties for the Transient National Sales Team.  The Administrative Assistant's responsibilities include, but are not limited to managing calls, calendars, travel, & project management, creation of presentations & agendas, capturing & organizing notes from key meetings, oversight of transient database, management of online files, preparing reports & financial data, overseeing the Sales discipline checkbook & Accounts Receivable process; communication with hotel transient sellers & Sales Leaders as needed, and management of cross-discipline communication with Finance for all sales, group & transient related accounting.

In addition to above, the Administrative Assistant assists in the planning of all Opt-In Events for the Transient National Sales Team, this includes but is not limited to: Invitation creation in Workfront, direct interactions with suppliers, internal calendar management, and client list/RSVP management. The Administrative Assistant is also a resource to clients for question leading up to the event.

Essential Functions and Responsibilities

• Ability to juggle multiple tasks + projects with superb accuracy in a fast paced environment

• Strong administrative skills and attention to detail

• Develop and maintain trace and follow up processes

• Self-Motivated to move through projects without oversight

• Proficiency with Microsoft Excel and PowerPoint Efficient

• An anticipatory approach to project management

• Exceptional customer service skills, over the phone and in person

• Strong sense of urgency and problem solving skills

• Ability to manage different personalities, work styles and proactively manage workflow improvements to improve efficiencies

• Write (or review) and distribute email, correspondence memos, letters + customer specific communications as requested

• Assist in the preparation of regularly scheduled reports and LSO communications

• Develop and maintain a durable system to manage multiple individuals and projects

• Attend calls and key meetings to capture notes and distribute to participants

• Update and maintain office policies and procedures

• Order office supplies

• Book travel arrangement

• Submit and reconcile expense reports

• Oversee Sales checkbook and month end Accounting

• Act as the point of contact for internal customers.

• Manage timing for key meeting agenda times, take minutes and post timely for stakeholder review.

• Work within LSO communication framework to ensure that the hotels are kept abreast of key reporting and communications as assigned. 

• Ensure Transient Team use of Delphi FDC for account management, adhere to all guidelines as set forth in the Delphi Procedures and Standards.

• Input all Sales initiatives in FDC for future success tracking  

• Maintain Sales One Drive, Archiving old files, ensuring most recent and relevant are available to stakeholders.

• Respect guidelines of confidentiality and code of ethics in all company areas.  Represent Loews Hotels in a professional manner at all times.

• Notifies appropriate individual promptly and fully of problems and/or unusual matters of significance

• Is polite, friendly, and helpful to guests, management and fellow employees

• Complies with required safety regulations and procedures

• Attends appropriate meetings and training sessions

• Other duties as assigned 

Qualifications

• Must be computer savvy and proficient in Microsoft Excel, Outlook and Sharepoint.

• Strong Internet research skills

• Ability to write, speak and interact clearly and professionally.

• Detailed oriente