Admin & Sales Assistant

The Observatory Sun Valley, A Viceroy Resort; Ketchum (ID); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Short-term and long-term disability

401(k) Retirement Plan with employer

Paid holidays

Paid vacation

Paid sick leave

Employee assistance program (EAP)

Tuition reimbursement / EducationalOp​

Paid jury duty leave, personal leave,

Job summary

The Observatory Sun Valley, A Viceroy Resort is seeking an Administrative & Sales Assistant to support the Executive Committee and the Sales and Revenue teams. You will handle calendar management, travel coordination, and project tracking, while preparing proposals, contracts, and client communications.

You will also support group bookings, site visits, and revenue reporting, working in a luxury hospitality environment in Sun Valley, Idaho.

Qualifications

• Three years of progressive hotel experience required.
• High School diploma or equivalent required.
• College coursework in related field helpful.
• MS Word and Excel proficiency; Delphi and FOSSE a plus.
• At least one year in MS Access; PowerPoint and data warehousing helpful.
• Internet or Intranet experience helpful.
• Knowledge of RFP processes and Corporate Volume Accounts helpful.
• Experience with budgeting, expenses, end-of-month and competitive analysis reports beneficial.
• Experience with Newmarket Sales & Catering Delphi; Fosse/Opera/Micros-Fidelio systems preferred.
• RFP Publishers and Internet intranet experience preferred.
• Knowledge of accounting/purchasing programs (e.g., ImageNow) helpful.
• Crystal Reports and Market Vision report writers familiarity preferred.

Responsibilities

• Provide administrative support to the Executive Committee, including calendar management, meeting coordination, travel, and project tracking.
• Prepare presentations, reports, materials, and executive correspondence.
• Assist with ownership visits, VIP arrivals, residence owner communications, and special projects.
• Maintain confidential files, records, contracts, and executive documents.
• Support pre-opening initiatives, training logistics, vendor coordination, and operational projects.
• Assist departments with administrative projects and communications as needed.
• Assist Sales in achieving revenue goals through administrative support, reporting, and client communication.
• Prepare proposals, contracts, and promotional materials; coordinate site visits and client tours.
• Maintain sales collateral, kits, and client records; manage group details.
• Support revenue management with reporting and rate/inventory tasks; ensure system accuracy.
• Process POs, invoices, and special requests; answer phones and manage mail.
• Attend meetings and training; support GM and Executive Committee on special projects.

Skills

Hotel industry experience

Calendar management

Administrative support

Client communication

Project coordination

Budget & reporting

MS Word & Excel

PowerPoint

Delphi / FOSSE knowledge

RFP / corporate accounts

Education

High School diploma or equivalent

College coursework in related field Helpful

Tools

MS Word

Excel

MS Access

PowerPoint

Delphi

FOSSE

Newmarket Delphi

Opera

Micros-Fidelio

Yield Management Systems

ImageNow

Crystal Reports

Job description

Viceroy Hotels

ViceroyHotels & Resorts offers a fresh take on hospitality, centered on the richness of experiences and cultural connection. A leader in modern luxury, Viceroy is committed to creating unique, immersive experiences that allow guests to craft unforgettable narratives rooted in the authenticity of each destination.Viceroy’s portfolio of hotels and resorts can be found in a diverse array of breathtaking and inspiring locations including Los Cabos, Santa Monica, Chicago, Riviera Maya, Kopaonik, Snowmass, Washington D.C.,St. Lucia, and Portugal’s Algarve, with a forthcoming resort in Sun Valley, Idaho slated to open in summer 2026.

Location

The property offers 73 guest rooms and 12 single-level penthouse residences, all with sweeping views of Idaho’s Rocky Mountains. Guests and owners will enjoy an elevated level of personalized service and an extensive amenity suite, including a 5,700-square-foot full-service spa, a 1,500-square-foot fitness center, six treatment rooms, an indoor thermal pool, cold plunge, sauna, and steam rooms. A state-of-the-art rooftop observatory and outdoor terrace bar will provide unobstructed access to the Central Idaho Dark Sky Reserve, the first designated preserve of its kind in the U.S. and one of only 12 globally.

Overview

Located at the southeast corner of Main Street and River Street East—the gateway to downtown Ketchum, Idaho—and just minutes from Bald Mountain’s River Run base, this exceptional property will debut as Sun Valley’s first luxury hotel and for-sale residence offering. As part of the Viceroy team, you’ll help bring our signature experiential hospitality to one of North America’s most iconic, year-round mountain destinations.The Administrative & Sales Assistant serves as a key administrative resource for The Observatory Sun Valley leadership team, providing support to the Executive Committee while also assisting the Sales and Revenue departments with administrative, reporting, and coordination responsibilities.

This position helps ensure the efficient operation of the Executive Office through calendar management, meeting coordination, project tracking, document preparation, communication support, and administrative organization. In addition, the role supports sales and revenue initiatives through database management, reporting, group coordination, client communications, contract administration, and reservation-related functions.

The ideal candidate is highly organized, detail-oriented, adaptable, and capable of managing multiple priorities in a fast-paced luxury hospitality environment. This individual must demonstrate professionalism, discretion, strong communication skills, and a willingness to support a variety of operational and strategic initiatives across the resort.

Responsibilities

Administrative Support

• Provide administrative support to the Executive Committee, including calendar management, meeting coordination, travel arrangements, document preparation, and project tracking.
• Prepare presentations, reports, meeting materials, and executive correspondence.
• Assist with ownership visits, VIP arrivals, residence owner communications, and special projects.
• Maintain confidential files, records, contracts, and executive documents.
• Support pre-opening initiatives, training logistics, vendor coordination, and operational projects.
• Assist departments across the resort with administrative projects and communications as needed.

Sales & Client Support

• Assist the Sales team in achieving revenue goals through administrative support, reporting, database management, and client communication.
• Prepare proposals, contracts, customer correspondence, appreciation letters, and promotional materials.
• Coordinate site inspections, client presentations, and property tours.
• Maintain sales collateral, sales kits, and client records.
• Assist with group business detailing, rooming lists, billing requirements, VIP arrangements, and event coordination.
• Monitor group room blocks, pickup, cut-off dates, and group wash.
• Support post-booking group coordination and communication with operating departments.
• Build and maintain strong relationships with clients, travel advisors, wholesalers, and business partners.

Revenue & Reservations Support

• Assist the Director of Revenue Management with reporting, forecasting, rate loading, inventory management, and distribution systems.
• Run sales, pace, forecast, booking, inquiry, and production reports.
• Maintain Delphi, PMS, and revenue management systems.
• Manage group inventory and room block accuracy.
• Assist with OTA parity checks and rate audits.
• Build and maintain rate codes and reservations as required.
• Upload STR data and assist with revenue reporting and analysis.
• Monitor commissionable groups and process commission requests.

Administrative Operations

• Process purchase orders, invoices, and special requests.
• Answer phones, manage mail distribution, maintain filing systems, and coordinate office supplies.
• Ensure operational issues are communicated through proper channels.
• Attend meetings and training sessions as required.
• Support the General Manager and Executive Committee with special projects and operational initiatives.

Qualifications

• At least three years of progressive experience in a hotel or a related field required
• High School diploma or equivalent required
• College course work in related field helpful
• Must possess computer skills, including, but not limited to, use of MS Word and Excel. Knowledge of Delphi and FOSSE a plus.
• At least one year experience in MS Access, including Word, Excel, Power Point or Data Warehousing helpful
• Experience in an Internet or Intranet environment helpful
• Knowledge of Request For Proposal (RFP) process and/or Corporate Volume Accounts helpful
• Experience with Budget, Expense, End of the Month, and Competitive Analysis Reports beneficial
• Newmarket Sales & Catering Systems (Delphi) experience preferred
• Fosse, Opera, Micros-Fidelio Property and Yield Management Systems experience preferred
• RFP Publishers and Internet / Intranet Web Sites experience preferred
• Knowledge of Accounting / Purchasing Programs Helpful (e.g. Image Now)
• Crystal and Market Vision Report Writers (Delphi reports)
• Long hours sometimes required.
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
• Maintain a warm and friendly demeanor at all times.
• Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
• Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to cross-train in other hotel related areas.
• Must be able to maintain confidentiality of information.
• Must be able to show initiative, including anticipating guest or operational needs.
• Perform other duties as requested by management.

Benefits

We are pleased to offer to our full-time associates a comprehensive and competitive benefits package designed to support your health, well-being, and financial future.

• Medical insurance, dental insurance, vision insurance, life insurance, short-term and long-term disability insurance401(k) Retirement Plan with employer matching contributions
• Paid holidays
• Paid vacation
• Paid sick leave (provided in accordance with applicable law)
• Employee assistance program (EAP)
• Educational opportunities / Tuition reimbursement
• Paid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law

For Employees Based in Washington:

• 8 paid holidays per year
• Up to 20 days of paid vacation per year, based on classification and length of service
• Paid Sick & Safe Time accrues at 1 hour for every 30 hours worked, with up to 72 hours of unused time carried over from one anniversary year to the next.

For Employees Based in Colorado:

• 8 paid holidays per year; employees working in the City of Denver receive 64 hours of designated holiday time per calendar year
• Up to 20 days of paid vacation per year, based on classification and length of service
• 6 days or 48 hours of Paid Sick Leave per year, accrued at 1 hour for every 30 hours worked.

For Employees Based in California:

• 8 paid holidays per year
• Up to 20 days of paid vacation per year, based on classification and length of service, capped at 1.5x annual accrual rate; non-supervisory employees working in the City of Los Angeles accrue up to 22 days of Compensated Time Off, based on length of service capped at 192 hours of combined PST and CTO.
• Paid Sick Time accrues at 1 hour for every 30 hours worked, unused time is carried over from one anniversary year to the next up to a maximum of 80 hours; employees working in the City of Los Angeles are provided 40 hours of Paid Sick Time annually on their anniversary, unused time is not carried over from one anniversary year to the next.

Please note that certain benefits described above for associates in Washington, Colorado, and California may vary for associates covered by a Collective Bargaining Agreement (“CBA”). For such associates, eligibility for and the terms and conditions of benefits are governed by the applicable CBA and any applicable plan documents, and may differ from the benefits described above. In the event of any conflict or inconsistency, the terms of the applicable CBA and governing plan documents will control, as applicable.

**The above-referenced benefits do not apply to part-time positions

Posting Date

This job opening was posted on 10/22/26 and will remain open for at least 75 days.