Administrative Assistant - Sales

Loews Arlington Hotel and Convention Center is a state-of-the-art, full-service meetings and resort destination that caters to groups of all sizes, as well as families who are looking for a world-class experience in the epicenter of the premier sports and entertainment district in the country.

Centrally located between Dallas and Fort Worth between iconic sports stadiums, Globe Life Field, home of the 2023 World Series Texas Rangers and AT&T Stadium, home of the Dallas Cowboys, the 888-room resort features five restaurants and lounges, two pools with an authentic sandy beach, cabanas and a water slide as well as a fitness center, full-service spa and salon and 266,000 square feet of meeting and event space.

Purpose

The Administrative Assistant, Sales supports administrative duties for the Transient National Sales Team. 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 transient database, management of online files, preparing reports & financial data, overseeing the Sales discipline checkbook & Accounts Receivable process;

communication with hotel transient sellers & Sales Leaders as needed, and management of cross-discipline communication with Finance for all sales, group & transient related accounting.

In addition to above, the Administrative Assistant assists in the planning of all Opt-In Events for the Transient 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.

The Administrative Assistant is also a resource to clients for question leading up to the event.

Essential Functions and Responsibilities

Ability to juggle multiple tasks + projects with superb accuracy in a fast paced environment

Strong administrative skills and attention to detail

Develop and maintain trace and follow up processes

Self-Motivated to move through projects without oversight

Proficiency with Microsoft Excel and PowerPoint Efficient

An anticipatory approach to project management

Exceptional customer service skills, over the phone and in person

Strong sense of urgency and problem solving skills

Ability to manage different personalities, work styles and proactively manage workflow improvements to improve efficiencies

Write (or review) and distribute email, correspondence memos, letters + customer specific communications as requested

Assist in the preparation of regularly scheduled reports and LSO communications

Develop and maintain a durable system to manage multiple individuals and projects

Attend calls and key meetings to capture notes and distribute to participants

Update and maintain office policies and procedures

Order office supplies

Book travel arrangement

Submit and reconcile expense reports

Oversee Sales checkbook and month end Accounting

Act as the point of contact for internal customers.

Manage timing for key meeting agenda times, take minutes and post timely for stakeholder review.

Work within LSO communication framework to ensure that the hotels are kept abreast of key reporting and communications as assigned.

Ensure Transient Team use of Delphi FDC for account management, adhere to all guidelines as set forth in the Delphi Procedures and Standards.

Input all Sales initiatives in FDC for future success tracking

Maintain Sales One Drive, Archiving old files, ensuring most recent and relevant are available to stakeholders.

Respect 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 significance

Is polite, friendly, and helpful to guests, management and fellow employees

Complies with required safety regulations and procedures

Attends appropriate meetings and training sessions

Other duties as assigned

Qualifications

Must be computer savvy and proficient in Microsoft Excel, Outlook and Sharepoint.

Strong Internet research skills

Ability to write, speak and interact clearly and professionally.

Detailed oriented with good analytical skills

Extremely organized. Strong multi-tasking and time-management skills with the ability to prioritize assignments.

Can handle sensitive information with the highest degree of integrity and confidentiality.

Flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and team members, outside clients and vendors.

Must be able to perform the duties outlined within the assigned job description.

Strong knowledge of Delphi FDC and other key sales systems + technology.

Strong communication and collaboration skills.

Agile with the ability to disseminate large amounts of information and implement plans to support the needs of the LSO.

Ability to change with the needs of the company and integrate and emulate the Loews Culture

Knowledge of the hospitality industry and exposure to sales.

Past project management experience.

Education : Bachelor’s Degree or equivalent experience

Experience : 3+ years administrative experience, preferably in a corporate setting. Experience in sales and sales systems (e.

g., Delphi) is a strong plus.