Sales Administrative Assistant

Jobs2Web; Newport Beach (CA); On-site; USD 48,000 - 62,000; Full time

Job summary

Fashion Island Hotel in Newport Beach, CA, seeks an experienced administrative professional to support executive teams. You will manage calendars, prepare reports, create presentations, and coordinate meetings and travel while handling calls and communications with professionalism.

We expect strong English communication, interpersonal skills, and 40 WPM typing, plus prior admin or hospitality experience. This role offers an on-site environment in a dynamic hospitality setting.

Qualifications

• Excellent reading, writing and oral proficiency in English.
• Well developed interpersonal skills to relate with diverse people.
• Professional image and demeanor in an corporate setting.
• Must type at least 40 WPM.
• Previous administrative, hotel and/or related experience required.
• Knowledge of Sales and/or Catering functions preferred.
• Working knowledge of Windows XP, MS Office Suite; Google Suite, OPERA, Novell OS preferred.

Responsibilities

• Provide administrative support and coordination on projects as assigned.
• Coordinate and schedule meetings, maintain calendars and answer calls as assigned.
• Audit and prepare expense reports and check requests and route for approval.
• Prepare presentations, meeting agendas, letters, and other written communications.
• Facilitate setup of conference calls and arrange meeting supplies.
• May book travel as needed; attend project meetings and prepare minutes.
• Perform other related duties as assigned.

Skills

Interpersonal skills

Professional image

Typing 40 WPM

Administrative experience

Hotel industry knowledge

Customer service

Tools

Windows XP

MS Office

Google Suite

OPERA

Novell OS

Job description

Performs a broad range of duties for an executive or executive team, as assigned. Responsible for scheduling and preparing agenda for regular and special meetings, for securing requested information and for compiling various reports. Manages appointment requests and maintains assigned calendars.Handles telephone calls, routing them to others or dealing with them directly, as appropriate; arranges conference calls and related meeting room set-up. Prepares a variety of communications including emails, memos, meeting agendas and meeting minutes. Processes expense reports and approve invoices. Monitors budgets for the expense and office supply spending.

• Provide administrative support and coordination on projects as assigned.
• Coordinate and schedule meetings, maintain calendars and answer calls as assigned. Distribute and track documents, ensure proper routing/approvals, and deliver or file when finalized.
• Audit and prepare expense reports and check requests and route for approval.
• Prepare presentations, meeting agendas, letters, and other written communications. Administer, organize and maintain project files, hard copy and electronically.
• Facilitate in setting up conference calls (e.g., video, or telephone, or other electronic variations) and arranging all necessary meeting supplies (i.e. meeting agenda, exhibits, and lunch orders).
• May book travel as needed. Attend project meetings and prepare meeting minutes as needed.
• Perform other related duties as assigned.

Minimum Qualifications / Other Expectations:

• Excellent reading, writing and oral proficiency in the English language.
• Must have well developed interpersonal skills with the ability to establish highly functional relationships with diverse personalities within and outside of the company.
• Project a professional image and demeanor.
• Must be able to type a minimum of 40 WPM.
• Previous administrative, hotel and/or related experience required.
• Knowledge of Sales and /or Catering functions preferred.
• Working knowledge of Windows XP, MS Office Suite; Google Suite OPERA, Novell Operating System preferred.

With stunning city and harbor views, impeccably designed guest rooms and suites, more than 23,000 feet of event space including the largest ballroom in Newport Beach and much more - Fashion Island Hotel is in the center of it all.

Our employee community is comprised of hard-working, dedicated hospitality professionals who deliver genuine, personalized service that stays with guests long after they’ve left. It’s an environment populated with talented, passionate and experienced people, a collaborative spirit and abundant opportunities.

The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.