Our Loews Hotels & Co Home Office remote teams provide support to all our properties throughout the United States and Canada. Our talented teams provide guidance over strategic planning, operations, revenue management, communications, marketing, finance, human resources, and information technology.

Purpose:

The Administrative Assistant, Sales supports administrative duties for the Group National Sales Team and reports to the Vice President, Group Sales. The Administrative Assistant's responsibilities include, but are not limited to managing calls, calendars, travel, & project management, creation of presentations & agendas, capturing & organizing notes from key meetings, oversight of Group database, management of online files, preparing reports & financial data, overseeing the Sales discipline checkbook & Accounts Receivable process; communication with hotel Group sellers & Sales Leaders as needed, and management of cross-discipline communication with Finance for all sales, group & Group related accounting.

In addition to above, the Administrative Assistant assists the Director of Branded Experiences, as needed, in the planning of all Opt-In Events for the Group National Sales Team, this includes but is not limited to: Invitation creation in Workfront, direct interactions with suppliers, internal calendar management, and client list/RSVP management.

Essential Functions and Responsibilities:

Liaises directly with hotel(s) on behalf of the National Sales Director to ensure timely responses and serves as a resource in the booking processInteracts directly with clients on behalf of the National Sales Director, providing additional resources at the brand level to assist clients as neededActs as a proxy for their National Sales Directors when traveling to manage internal and external stakeholder expectations as well as maintain workflowManages the daily lead distribution, ensuring key accounts and regional distribution is being actioned in a timely manner and that all activity is logged in the sales systems for efficiencies and future communicationOversee daily activity reports to ensure all leads are accurately attributed to their National Sales DirectorsDevelop and maintain trace and follow up processesWrite (or review) and distribute email, correspondence memos, letters + customer specific communications as requestedAssist in the preparation of regularly scheduled reports and LSO communicationsDevelop and maintain a durable system to manage multiple individuals and projectsAttend calls and key meetings to capture notes and distribute to participantsUpdate and maintain office policies and proceduresOrder office supplies, book travel arrangements, submit and reconcile expense reportsOversee Sales checkbook and month end AccountingAct as the point of contact for internal customersManage timing for key meeting agenda times, take minutes and post timely for stakeholder reviewWork within LSO communication framework to ensure that the hotels are kept abreast of key reporting and communications as assignedEnsure Group Team use of Delphi FDC for account management, adhere to all guidelines as set forth in the Delphi Procedures and StandardsInput all Sales initiatives in FDC for future success tracking  Maintain Sales One Drive, Archiving old files, ensuring most recent and relevant are available to stakeholdersRespect guidelines of confidentiality and code of ethics in all company areas.  Represent Loews Hotels in a professional manner at all times.Notifies appropriate individual promptly and fully of problems and/or unusual matters of significanceIs polite, friendly, and helpful to guests, management and fellow employeesAbility to manage different personalities, work styles and proactively manage workflow improvements to improve efficienciesComplies with required safety regulations and proceduresAttends appropriate meetings and training sessionsOther duties as assigned 

Qualifications:

Must be computer savvy and proficient in Microsoft Excel, Outlook and SharePointStrong Internet research skills, communication skills, and collaboration skillsAbility to write, speak and interact clearly and professionallyStrong administrative skills, attention to detail, good analytical skillsExceptional customer service skills, over the phone and in personAbility to juggle multiple tasks + projects with superb accuracy in a fast paced environmentStrong multi-tasking and time-management skills with the ability to prioritize assignmentsCan handle sensitive information with the highest degree of integrity and confidentialityFlexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and team members, outside clients and vendorsMust be able to perform the duties outlined within the assigned job descriptionStrong knowledge of Delphi FDC and other key sales systems + technologyAgile with the ability to disseminate large amounts of information and implement plans to support the needs of the LSOAbility to change with the needs of the company and integrate and emulate the Loews CultureKnowledge of the hospitality industry and exposure to salesPast project management experienceSelf-Motivated to move through projects without oversightProficiency with Microsoft Excel and PowerPoint EfficientAn anticipatory approach to project managementStrong sense of urgency and problem solving skills

Education: 

Bachelor’s Degree or equivalent experience

Experience:

3+ years administrative experience, preferably in a corporate settingExperience in sales and sales systems (e.g., Delphi) is a strong plus