Relax and recharge at Loews Ventana Canyon Resort, a top choice among Arizona luxury resorts. Whether you explore the best of Tucson or enjoy the stunning Catalina Mountain range, you can consider us your desert oasis. Welcome to a Sonoran Escape for the Senses.

The Administrative Assistant assists Sales Managers, Catering Managers and/or Conference Managers in providing world-class contracting, preparation, coordination and servicing of Hotel Customer base.  Administers proposals, contracts and written correspondence in conjunction with Sales/Catering Team  to communicate contractual information, event details and changes in conference programs to appropriate hotel operating departments and partnering teams.

Duties and Essential Functions

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

Strong administrative skills and attention to detail

Exceptional customer service skills, over the phone and in person, with customers and internal departments

Ability to manage different personalities, work styles and needs

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

Assist in the preparation of regularly scheduled reports

Assist with return phone calls. Qualify leads with additional details.  Help clients with details on upcoming groups

Coordinate reservations and amenities for Managers. Ensure room is ready and amenity delivered prior to arrival

Assist with special project tasks, including mailings, sales blitz lists and other sales related activities

Prepare contracts for Sales and Catering Managers; merge, alter and distribute for a tentative booking

Assemble proposals and regret correspondence for Sales and Catering Managers

Create Post Convention Reports, merge corresponding thank you letters

Conduct Site Visit Tours as needed for Sales and Catering clients

Send first contact template response to Catering inquiries with basic hotel information

Assist in managing execution of small one-day meetings or rooms only programs

Work directly with Operations/Restaurant to help coordinate the handling of functions

Communicate with Catering and Conference events to inform cut off dates, review pickup reports for straight-line availability

Assist with event execution including walking meeting rooms to ensure set is accurate, greeting meeting planners in meeting rooms on event days, and communicating requests to appropriate department for execution

Other duties as assigned