Sales Administrative Assistant

Loews Hotels & Co; Miami Beach (FL); On-site; USD 35,000 - 45,000; Full time

Benefits offered by this job

Health & Wellness benefits

401(k) & company match

Paid time off

Training & Development

Tuition Reimbursement

Pet Insurance

Team Member Restaurant meals

Hotel Rates & Discounts

Eligibility varies by position

Job summary

Loews Hotels & Co is seeking an Administrative Assistant to support Sales, Catering and Conference Managers by handling proposals, contracts and correspondence related to hotel events.

You will assist in coordinating reservations, site visits and event details, prepare reports, and help ensure events run smoothly with cross‑department collaboration.

Responsibilities

• Coordinate reservations and amenities for Managers.
• Prepare contracts for Sales and Catering Managers; merge, alter and distribute for tentative bookings.
• Assemble proposals and regret correspondence for Sales and Catering Managers.
• Conduct Site Visit Tours as needed for Sales and Catering clients.
• Assist in the preparation of regularly scheduled reports.
• Assist with event execution including walking meeting rooms to ensure set is accurate.
• Communicate with Catering and Conference events to inform cut off dates, review pickup reports for straight-line availability.

Job description

Who We Are

Founded in 1960, Loews Hotels & Co operates iconic hotels and resorts across the U.S. Together, our diverse and welcoming teams craft exceptional experiences in iconic destinations.

Growth and belonging start here

you'll be valued for who you are and the goals you have. Whether your next career chapter involves making memories for guests or supporting our properties in our Corporate Office, every role-from Guest Services to Finance, Culinary to IT-offers opportunities to grow and make a meaningful impact.

Creating a Team Member experience where you belong no matter what age, race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status that makes you, you is a daily focus for us.

What We Offer

• Competitive health & wellness benefits, 401(k) & company match
• Paid Sick Days, Vacation, and Holidays, Paid Bereavement, Paid Pet Bereavement
• Training & Development opportunities, career growth
• Tuition Reimbursement
• Pet Insurance
• Complimentary meals in Team Member Café while working
• Team Member Hotel Rates, other discounts, perks and more
• Benefits are subject to eligibility and may vary by position

The Administrative Assistant assists Sales Managers, Catering Managers and/or Conference Managers in providing world-class contracting, preparation, coordination and servicing of Hotel Customer base. Administers proposals, contracts and written correspondence in conjunction with Sales/Catering Team to communicate contractual information, event details and changes in conference programs to appropriate hotel operating departments and partnering teams.

Duties and Essential Functions

• Ability to juggle multiple tasks & projects with superb accuracy in a fast paced environment
• Strong administrative skills and attention to detail
• Exceptional customer service skills, over the phone and in person, with customers and internal departments
• Ability to manage different personalities, work styles and needs
• Write (or review) and distribute emails, correspondence memos, letters and customer specific communications as requested
• Assist in the preparation of regularly scheduled reports
• Assist with return phone calls. Qualify leads with additional details. Help clients with details on upcoming groups
• Coordinate reservations and amenities for Managers. Ensure room is ready and amenity delivered prior to arrival
• Assist with special project tasks, including mailings, sales blitz lists and other sales related activities
• Prepare contracts for Sales and Catering Managers; merge, alter and distribute for a tentative booking
• Assemble proposals and regret correspondence for Sales and Catering Managers
• Create Post Convention Reports, merge corresponding thank you letters
• Conduct Site Visit Tours as needed for Sales and Catering clients
• Send first contact template response to Catering inquiries with basic hotel information
• Assist in managing execution of small one-day meetings or rooms-only programs
• Work directly with Operations/Restaurant to help coordinate the handling of functions
• Communicate with Catering and Conference events to inform cut off dates, review pickup reports for straight-line availability
• Assist with event execution including walking meeting rooms to ensure set is accurate, greeting meeting planners in meeting rooms on event days, and communicating requests to appropriate department for execution
• Other duties as assigned