Administrative Assistant, Sales

Houston First; Georgia; On-site; USD 38,000 - 48,000; Full time

Job summary

Houston First is seeking an Administrative Assistant in Sales to provide executive support to Managers and Directors of the Sales and Client Services department, ensuring smooth daily operations. The role requires exceptional MS Office skills and strong communication, with a 90-day temp period that may convert to full-time.

The candidate will coordinate with multiple departments, manage calendars, prepare documents, gather client information, and ensure data integrity across systems.

Qualifications

• High School Diploma or equivalent.
• Two years of secretarial/administrative experience, and knowledge of general office procedures.
• Proficient in navigating Microsoft Office, specifically Word, Excel and PowerPoint.

Responsibilities

• Serves as a secondary reporting contact for 5 team members, coordinating priorities and aligning day-to-day support with departmental goals.
• Assesses, organizes, and prioritizes incoming requests, applies critical thinking to sequence work, resolves conflicts, and recalibrates timelines as priorities shift.
• Provides day-to-day administrative support, including professional correspondence, calendar management, telephone and inbox requests, and meeting preparation while maintaining confidentiality and attention to detail.
• Prepares, formats, and binds bid packets for team members upon request of clients, ensuring materials reflect client needs and destination strengths.
• Site Visits – secures locations, compiles attendee lists, builds agendas, prepares handouts/presentations, orders Food & Beverage, and coordinates with internal/external partners.

Skills

Communication skills

Organizational skills

Calendar management

Attention to detail

Confidentiality

Education

High School Diploma or equivalent

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

IN-PERSON - HOUSTON, TX.

Houston First recognizes and appreciates the importance of cultivating an environment that nurtures talent; is equitable and values different perspectives and backgrounds; and, above all, is respectful to everyone.

The Administrative Assistant in Salesprovides superiorsupport to the Managers and Directors of the Sales and Client Services department ensuring a smooth day-to-day operation. This includes cross-communication between departments,utilizing exceptional computer skills and knowledge of functional area to providing accurate, efficient, and timely administrative support.

• The ideal candidate must have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel, Power Point and MicroSoftOutlook environment.
• This position will commence with a 90-day temporary period. Upon satisfactory performance, the role will seamlessly transition into a full-time position.

REPORTS TO:

Manager, Sales & Client Services Administration

SUPERVISORY RESPONSIBILITIES

• This position has no supervisory responsibilities.
  

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

• Serves as a secondary reporting contact for 5 team members (Vice President, Directors, and Sales Managers), coordinating priorities and aligning day-to-day support with departmental goals.
• Assesses, organizes, and prioritizes incoming requests, applies critical thinking to sequence work, resolves conflicts, and recalibrates timelines as priorities shift.
• Provides day-to-day administrative support, including professional correspondence, calendar management, telephone and inbox requests, and meeting preparation while maintaining strict attention to detail and confidentiality.
• Prepares, formats, and binds bid packets for team members upon request of clients, ensuring accurate, compelling materials that reflect client needs and destination strengths including letters, information on facilities, housing, transportation, amenities, services and security. Partners
• with team members streamline proposal timelines, clarifying milestones, deliverables, and dependencies.
• Site Visits – Secures locations, compiles attendee lists, builds agendas, prepares handouts/presentations, orders Food & Beverage, wraps and distributes client amenities for team members. Coordinates with internal teams and external partners to resolve issues or updates in real time and upholds service standards.
• Collects and validates all Sales & Services turnover documentation from team members, including lead details, DMAI calculation, history, and supporting documentation; assembles hotel grids as needed. Finalizes turnover checklists for approval, ensuring data integrity, clarity, and readiness for downstream teams. Applies judgement to reconcile missing or conflicting information and ensure seamless handoffs for approval.
• Plans, schedules, and coordinates travel arrangements for team members, including preparing travel authorizations, registering for conferences/events, booking airfare and hotel accommodations, assembling travel documents, and updating all itineraries on departmental calendars.
• Works daily within Simpleview Customer Relationship Management platform and maintains files with leads and correspondence, update activity records, and maintain data quality. Audits records for completeness and accuracy; flags discrepancies and drives resolution to sustain trusted reporting and pipeline visibility.
• Manages the end-to-end reporting workflow for team members including receipt collection, expense coding, compliance checks, and reconciliation through submission/approval. Provides financial transaction support, including wire transfer coordination, AP contact collection, and new vendor profile submissions. Uses critical thinking to investigate and resolve discrepancies, ensures policy compliance, and protects fiscal accuracy and audit readiness.
• Maintains and fosters relationships with Sales Managers across local hotels and venues to expedite information sharing, troubleshoot issues, and enhance client outcomes. Partners cross-functionally (Finance/AP, Events, Marketing/Communications, Operations, etc.) to align activities with strategic objectives and deliver cohesive experiences.
• Provides administrative support through tasks including, but not limited to, office supply procurement, airfare coordination and bookings, inventory and amenity management, and company vehicle scheduling to ensure operational efficiency across the department.
• Completes special projects designated by the Senior Vice President, Vice President, Directors and Sales Managers of Sales and Client Services.
• Provides overflow assistance to Department support staff as directed by the Administrative Support Manager as well as additional departments for company-wide events.
• Serves as back-up receptionist on a rotating schedule

EDUCATION AND EXPERIENCE

• High School Diploma or equivalent
• Two years of secretarial/administrative experience, and knowledge of general office procedures

MISCELLANEOUS

• May berequired to complete a variety of soft- and hard-skill assessments.
• Candidates must be proficient in navigating Microsoft Office, specifically Word, Excel and Power Point. This includes the ability to create, edit, and format documents; manage spreadsheets; use formulas; and organize data effectively.

KNOWLEDGE, SKILLS, AND ABILITIES

• Proficientcomputerliterate with excellent software skills (Microsoft Word, Microsoft Excel); PowerPoint proficiency isrequired.
• Accurate typing skills of 50-60 wpm
• Working knowledge of hospitality industry reporting procedures preferred
• Excellent written and oral communication skills
• Excellent telephone and interpersonal skills
• Ability to work effectively under pressure and manage multiple on-going projects
• Good judgment and decision-making skills

WORK ENVIRONMENT

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• No major sources of discomfort; normal office environment

For more information on Houston First and the benefits offered, please feel free to explore the following links.

About Us | Houston First Corporation
Diversity Equity & Inclusion | Houston First Corporation
Total Rewards - Benefits | Houston First Corporation