Sales Administrative Assistant

Shutters on the Beach; Santa Monica (CA); On-site; USD 35,000 - 45,000; Full time

Job summary

A prestigious hotel in Santa Monica is seeking a full-time Sales & Marketing Administrative Assistant. This entry-level position involves supporting the Sales & Catering team with administrative tasks, customer service, and effective communication. The ideal candidate will possess strong organizational skills, proficiency in data entry, and customer service expertise. Previous hospitality experience is a plus. Join a dynamic team dedicated to excellence in guest service.

Qualifications

• Experience in Administrative Assistance, including organizing meetings and managing correspondence.
• Strong Customer Service and Communication skills.
• Basic Sales & Catering knowledge and skills.
• Proficient in Data Entry and maintaining accurate records.
• Excellent organizational and time-management abilities.
• Previous experience in the hospitality industry is a plus.

Responsibilities

• Maintain accurate event details in Delphi and Opera for proper forecasting and record keeping.
• Assist in the planning, coordination, and execution of meetings and special events.
• Act as a point of contact for clients by answering phones, emails, and inquiries.
• Prepare and distribute meeting minutes, maintain filing systems, and oversee general office organization.

Skills

Administrative Assistance

Customer Service

Communication

Data Entry

Organizational skills

Time management

Microsoft Office Suite

Education

High school diploma

Certification in office management

Job description

This is a full-time, on-site role for a Sales & Marketing Administrative Assistant located in Santa Monica, CA for Shutters on the Beach and Hotel Casa del Mar. The Sales Administrative Assistant will support the Sales & Catering team in day-to-day tasks including administrative assistance, customer service, and communication. Responsibilities include organizing meetings, managing correspondence, handling data entry, and assisting with sales activities. The Sales Administrative Assistant will play a crucial role in ensuring the smooth operation of the sales department.

Responsibilities

• Maintain accurate event details in Delphi and Opera, including BEOs, group resumes, banquet checks, billing, deposits, and reports for proper forecasting and record keeping.
• Assist in the planning, coordination, and execution of meetings and special events, supporting MSE and Catering Managers with BEO creation, amenities, group resumes, client services, room and event space inspections, and vendor communication.
• Distribute BEOs, departmental mail, reports, and key updates to ensure smooth interdepartmental communication.
• Act as a point of contact for clients by answering phones, emails, and inquiries, providing accurate information on hotel services, policies, and daily events, and addressing guest concerns or requests with professionalism.
• Cross-support other Sales & Catering assistants as needed, ensuring consistency and collaboration across departments.
• Prepare and distribute meeting minutes, maintain filing systems, and oversee general office organization and supply management.
• Coordinate with Accounting for deposits, billing, and event-related financial records.
• Support overall departmental goals by assisting with continuous improvement initiatives and completing additional tasks as requested by management.
• Uphold Forbes and brand standards of guest service by setting a positive example, empowering colleagues to provide excellent service, and continuously seeking ways to improve service performance.

Qualifications

• Experience in Administrative Assistance, including organizing meetings and managing correspondence
• Strong Customer Service and Communication skills
• Basic Sales & Catering knowledge and skills
• Proficiency in Data Entry and maintaining accurate records
• Excellent organizational and time-management abilities
• Proficient in Microsoft Office Suite and other relevant software
• Previous experience in the hospitality industry is a plus
• High school diploma or equivalent; additional certification in office management is a plus

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Sales and Business Development

Industries

• Hospitality