Hotel Administrative Assistant

Description

Job Summary:

The Administrative Assistant will provide critical administrative support to the Sales and Catering teams at PUBLIC New York.

This role ensures seamless coordination of VIP reservations and amenities, oversight of financial processes, and comprehensive assistance with overall initiatives. The ideal candidate is highly organized, detail-oriented, and adept at managing multiple priorities in a fast-paced, luxury hotel environment. Provide and maintain sincere, courteous, professional and knowledgeable service to all guests and associates. Be proficient in all areas of reservations and general operations of the hotel.

Key Responsibilities:

Reservations and VIP Services:

Manage all VIP reservations and amenities to ensure a high standard of guest satisfaction.

Coordinate and oversee the management of barter usage and reservations.

Financial Oversight:

Work with the sales team, finance and other team members to track and process group commissions, ensuring timely and accurate payment and follow-up.

Manage participation fees for trade shows, sales trips, and marketing initiatives, ensuring timely payment and record-keeping.

Generate month-end reports (Pace/Transient Production/Production, Etc.) and manage all weekly and monthly reporting for the Director of Sales and Marketing (DOSM) and Director of Events (DOC).

Sales Support:

Provide administrative support for trade show planning, sales trips, and marketing initiatives and assist the team with the shipping of materials for sales calls and trade shows.

Compile and manage contracts and reporting for DOSM.

Event and Catering Support:

Prepare and / or update written communications: memorandums, BEOs, maintain and create sales spreadsheets, sales letters, cover letters, thank you letters, mailings, collateral, ordering supplies etc.

Ensure timely distribution of hotel communication for events and catering operations.

External liaison to hotel guests, corporate accounts, meeting planners and all sales clients.

Reporting and Administration:

Run and distribute weekly and monthly sales reports for the DOSM and DOC and ensure all reporting is accurate and distributed to relevant stakeholders on time.

Qualifications

Qualifications:

Experience: Minimum of 2 years in an administrative or coordinator role, preferably in luxury hospitality, sales, or events.

Skills: Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint); familiarity with Delphi, Triple Seat, Stay n Touch is a plus

Organization: Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines.

Communication: Excellent verbal and written communication skills to interact with internal teams, guests, and partners professionally.

Problem-Solving: Strong analytical and problem-solving skills to support the Sales and Catering teams effectively.

Working Conditions:

Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Read and visually verify information in a variety of formats; stand, sit, or walk for an extended period of time. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested.

Office-based role with occasional requirements to assist on-site during major events or conferences.

Fast-paced, dynamic environment requiring adaptability and focus.

Salary : $60,000 - $66,000