Sales Executive Assistant & Coordinator

Aikens Group; Winchester (VA); On-site; USD 40,000 - 60,000; Full time

Job summary

Aikens Group in Winchester, Virginia is seeking a Sales Executive Assistant & Coordinator to provide comprehensive administrative, operational, and sales support. This role involves coordinating group and event sales while ensuring seamless communication across departments.

The ideal candidate should have strong organizational skills, excel in verbal and written communication, and possess proficiency in Microsoft Office. The position offers an opportunity to engage in proactive selling efforts and manage critical sales reports and administrative tasks.

Qualifications

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to handle difficult or emotional customer situations professionally.
• Strong attention to detail.
• Ability to prioritize tasks and meet deadlines under pressure.
• Ability to work independently and exercise sound judgment with minimal supervision.
• Ability to produce high-quality, error-free work.
• Collaborative team mindset with a positive attitude.

Responsibilities

• Update and finalize Banquet Event Orders (BEOs).
• Proactively engage in selling efforts to corporate event and group prospects.
• Run brand-specific reports on sales performance and forecasting.
• Manage the Executive Director’s calendar and schedule meetings.
• Assist with sales-related projects and create training materials.

Skills

Strong organizational skills

Excellent communication skills

Proficiency in Microsoft Office

Ability to handle difficult customer situations

Attention to detail

Ability to prioritize tasks

Ability to work independently

High-quality work production

Collaborative team mindset

Job description

Reports: Executive Director of Hotel Sales & Marketing

Position Summary: The Sales Executive Assistant & Coordinator provides comprehensive administrative, operational, and sales support to the Executive Director of Hotel Sales & Marketing. This role supports group and event sales coordination, reporting, training initiatives, audit preparation, and proactive business development efforts while ensuring seamless communication across departments.

Essential Duties and Responsibilities

• Update and finalize Banquet Event Orders (BEOs).
• Communicate with event and group contacts regarding cut-off dates, guest counts, and outstanding details.
• Confirm group room night counts using PMS for commissions and partner rewards.
• Submit necessary documentation of folios for commissions and rewards.
• Process Event and Group related partner rewards in hotel system.
• Prepare and distribute weekly Event and Group Packets to Hotel Department Managers.
• Maintain accurate client communication records in ReServe CRM.
• Provide on-site “Red Carpet” services for event planners and groups as appropriate.

Sales & Business Development Support

• Proactively engage in selling efforts to corporate event and group prospects, supporting revenue growth initiatives.
• Participate in local promotional events (Bridal Shows, Business Expos, Tourism Events, etc.).
• Assist with lead management, follow-up, and coordination with sales team members.
• Prepare sales proposals, presentations, client-facing materials, and internal training documentation.

Reporting & Analytics

• Run brand-specific reports on sales performance and forecasting as directed.
• Maintain accuracy of CRM, sales databases, and reporting tools.
• Assist with hotel sales audits and brand compliance reviews.
• Compile audit documentation, reports, and follow-up action plans.

Executive & Administrative Support

• Manage the Executive Director’s calendar, including scheduling virtual and in-person meetings.
• Prepare meeting agendas, presentations, reports, and follow-up documentation.
• Serve as liaison between the Executive Director and internal departments.
• Support sales-related projects as assigned.

Training & Project Support

• Assist with sales-related projects as assigned.
• Create and maintain training materials, SOPs, and internal documentation.

Knowledge, Skills, and Requirements

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to handle difficult or emotional customer situations professionally.
• Strong attention to detail.
• Ability to prioritize tasks and meet deadlines under pressure.
• Ability to work independently and exercise sound judgment with minimal supervision.
• Ability to produce high-quality, error-free work.
• Collaborative team mindset with a positive attitude.