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in Salt Lake Cty, UT

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About this job

We have a full-time opening for a Event Administrative Assistant.

Must be able to work various shifts per week.

  • Must have 2 or more years experience.
  • Must have a high school diploma or equivalent.
  • Be authorized to work in the United States.
  • Must have reliable transportation.
  • Background check required.

The Events Administrative Assistant is to support the Sheraton Salt Lake City Conference Services and Sales Team by giving administrative support to the Director of Sales and Sales/Catering Managers. Greet and assist visitors, answer incoming calls and inquires to the Catering/Sales office.

DUTIES

Perform general administrative functions including: answering a high volume of incoming calls in a timely and courteous manner, composing correspondence, department organization, distribute faxes and mail, greet clients.

Receive visitors and guests.  Answer questions and concerns; follow through either to resolution or refer to the appropriate manager.

Assure all incoming and outgoing correspondence is typed, received, mailed and/or filed as required.

Maintain a professional working environment and attitude.

Maintain and upkeep of all office equipment.

Process paper flow in and out of Events/Sales office.

Maintain a filing system of reports and pertinent hotel records.

Prepare/distribute Banquet Event Order's (BEO) and change sheets as needed, attend daily meeting.

Prepare/distribute Event resumes, conference planning materials and any associated correspondence.

Answer and forward guest requests, complaints, or questions in a courteous and timely manner.

Assist Catering and Sales Managers with in-house promotions and associate functions.

Ability to accurately use various office software.

Prints reports, event summary, weekly 10 day, missing BEO report and event posting reportw  Assembles Events promotion, sales and holiday menu kits

Processing amenity form request for Event groups

Promptly answers telephone calls for Events/Sales department following Driftwood and Sheraton standards using clear, positive and friendly communication.

Fax and or mail contracts, BEO's, tax exempt forms, proposals, direct bill and credit application to clients.

Call Catering/Banquet groups for guarantees if needed.

Process phone, internet, banners memo to Eng. Dept and managers.

Process restaurant reservations, site visits for Event groups.

Review Banquet Checks.

Responsible for TV Reader Board.

Sends correspondence to clients (thank you, comment cards)

Checking availabilities for meeting space if needed.

Updates menus and any necessary information in computer programs if needed.

Assist with client events as requested by department.

Maintaining constant sales lead status updates and maintaining the lead tracking system.

Maintain department office area in a professional manner including supplies and equipment.

Other duties, as required, to ensure the operational efficiency of the office.

Assembles Sales and Catering promotion kits.

Distribution of memos, contracts, resumes, room requests and amenities to relevant departments throughout the hotel.

Responsible for mail pick up and distribution.

Purchases and keeps postage on hand.

Facilitates tracking and deposits for Catering, Group and IBT.

Perform other duties for department as needed.


QUALIFICATIONS

Education:  

High school or equivalent education required.  Bachelor's Degree preferred. Two or more years of clerical experience in a Hotel Catering and/or Sales Hotel environment required.