Luxury Hospitality Admin & Sales Coordinator

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

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.