Job Summary The Administrative Assistant is responsible for ensuring that the administrative functions for all Sales and Catering positions are handled. Responsibilities QUALIFICATIONS: + College course work in related field helpful. + Experience in a hotel or a related field preferred. + High School diploma or equivalent required. + Must be proficient in Windows Operating Systems Company approved spreadsheets and word processing. + Must be able to convey information and ideas clearly. + Must be able to evaluate and select among alternative courses of action quickly and accurately. + Must work well in stressful high pressure situations. + Must have the ability to assimilate complex information data etc. from disparate sources and consider adjust or modify to meet the constraints of the particular need. + Must be effective at listening to understanding and clarifying the concerns and issues raised by co-workers and guests. + Must be able to work with and understand financial information and data and basic arithmetic functions. + Must maintain composure and objectivity under pressure. RESPONSIBILITIES: + Approach all encounters with guests and employees in a friendly service-oriented manner. + Maintain regular attendance in compliance with Aimbridge Hospitality standards as required by scheduling which will vary according to the needs of the hotel. + Maintain high standards of personal appearance and grooming which include wearing the proper uniform and name tag when working (per brand standards) + Comply at all times with Aimbridge Hospitality standards and regulations to encourage safe and efficient hotel operations. + Maintain Sales files in an organized fashion and as per specified standards. + Maintain Accounts Coverage Program + Complete monthly competition statistics of all area hotels and turn into the Director of Sales by the fifth of each month. + Complete all 'Month End' reports for the Director of Sales and send to Corporate according to established timeframe. + Type and process all contracts proposals memos and general correspondence for sales/catering staff. + Type and distribute all banquet event orders banquet checks and Daily Event Sheets for the Catering Manager. + Answer phones for sales/catering staff if not picked up by third ring; Record messages as appropriate. + Open date stamp and allocate all hotel mail to the appropriate departments for handling. + Prepare Daily Mail Cash Receipts Log. Endorse and drop all checks received through the mail on a daily basis. + Employees must at all times be attentive friendly helpful and courteous to all guests managers and fellow employees. + Type process and distribute all RFP's as directed by DOS. + Review all 'OUT' mail from Sales and Catering Managers. + Maintain trace for all Sales and Catering Mangers. + Order and maintain all Sales forms as specified and participate in monthly inventory counts. + Oversee and maintain efficient operation of the e-mail system for Corporate communications daily. + Review all 'OUT' mail from the General Manager and process as per instructions. + Process monthly office supply order for entire hotel; ensure budget guidelines are met. + Assist with the administration of the checkbook accounting system as directed by the Director of Sales. + Perform any other duties requested by the General Manager or Director of Sales. +