Administrative Assistant-Sales

The New Orleans Tribune; New Orleans (LA); On-site; USD 30,000 - 45,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Coverage

Paid Time Off

401k Retirement Plan

Job summary

The New Orleans Tribune is looking for an Administrative Assistant to support Sales and Catering functions. This role requires a high school diploma and proficiency in Windows Operating Systems. Applicants with experience in a hotel environment will be preferred.

The Administrative Assistant will handle correspondence, maintain organized sales files, and assist with hotel operations. The position comes with a competitive benefits package including medical coverage, paid time off, and a 401k retirement plan.

Qualifications

• High School diploma or equivalent required.
• Experience in a hotel or a related field preferred.
• Must be proficient in Windows Operating Systems.

Responsibilities

• Maintain high standards of personal appearance and grooming.
• Complete monthly competition statistics of all area hotels.
• Type and process all contracts proposals memos and general correspondence.

Skills

Proficient in Windows Operating Systems

Clear communication skills

Ability to work under pressure

Understanding financial data

Education

High school diploma or equivalent

College coursework in related field

Job description

Job Summary

The Administrative Assistant is responsible for ensuring that the administrative functions for all Sales and Catering positions are handled.

Qualifications

• College course work in related field helpful.
• Experience in a hotel or a related field preferred.
• High School diploma or equivalent required.
• Must be proficient in Windows Operating Systems Company approved spreadsheets and word processing.
• Must be able to convey information and ideas clearly.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must work well in stressful high pressure situations.
• Must have the ability to assimilate complex information data etc. from disparate sources and consider adjust or modify to meet the constraints of the particular need.
• Must be effective at listening to understanding and clarifying the concerns and issues raised by co-workers and guests.
• Must be able to work with and understand financial information and data and basic arithmetic functions.
• Must maintain composure and objectivity under pressure.

Responsibilities

• Approach all encounters with guests and employees in a friendly service-oriented manner.
• Maintain regular attendance in compliance with Aimbridge Hospitality standards as required by scheduling which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming which include wearing the proper uniform and name tag when working (per brand standards).
• Comply at all times with Aimbridge Hospitality standards and regulations to encourage safe and efficient hotel operations.
• Maintain Sales files in an organized fashion and as per specified standards.
• Maintain Accounts Coverage Program.
• Complete monthly competition statistics of all area hotels and turn into the Director of Sales by the fifth of each month.
• Complete all ‘Month End’ reports for the Director of Sales and send to Corporate according to established timeframe.
• Type and process all contracts proposals memos and general correspondence for sales/catering staff.
• Type and distribute all banquet event orders banquet checks and Daily Event Sheets for the Catering Manager.
• Answer phones for sales/catering staff if not picked up by third ring; Record messages as appropriate.
• Open date stamp and allocate all hotel mail to the appropriate departments for handling.
• Prepare Daily Mail Cash Receipts Log. Endorse and drop all checks received through the mail on a daily basis.
• Employees must at all times be attentive friendly helpful and courteous to all guests managers and fellow employees.
• Type process and distribute all RFP’s as directed by DOS.
• Review all ‘OUT’ mail from Sales and Catering Managers.
• Maintain trace for all Sales and Catering Mangers.
• Order and maintain all Sales forms as specified and participate in monthly inventory counts.
• Oversee and maintain efficient operation of the e‑mail system for Corporate communications daily.
• Review all ‘OUT’ mail from the General Manager and process as per instructions.
• Process monthly office supply order for entire hotel; ensure budget guidelines are met.
• Assist with the administration of the checkbook accounting system as directed by the Director of Sales.
• Perform any other duties requested by the General Manager or Director of Sales.

Benefits

After an initial waiting period, those hired into full time positions are eligible for a competitive benefits package that includes the following:

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• Medical, Dental, and Vision Coverage
• Short-Term and Long-Term Disability Income
• Term Life and AD&D Insurance
• Paid Time Off
• Employee Assistance Program
• 401k Retirement Plan