IT Administrative Assistant

Summary:

The IT Administrative Assistant is responsible for performing, purchasing and office support actives for the Director of Convention Technology Sales, as well as the sales team. Provide specialized administrative support for the IT sales team's day-to-day client service and sales efforts. Duties include, but are not limited to, fielding telephone calls, receiving and directing visitors, communicating with clients, processing client orders, word processing, procurement, client invoicing, filing, and faxing. Extensive excel, analytical, and software skills are required, as well as Internet research abilities along with strong communication and organizational skills. Management, colleagues and clients rely on professionalism, responsiveness, tact, confidentiality and initiative when helping meet and exceed customer's needs.

Responsibilities:

• Excellent telephone etiquette, greeting clients, when necessary, often making referrals and maintaining a filing system.
• Screens incoming calls and correspondence and respond independently when possible.
• Independently schedules appointments, meetings, including but not limited to pre-planning, team meetings, pre-convention meetings, and meeting with clients and other departments.
• Purchasing office supplies for the Sales team.
• Assist with incoming/outgoing and interoffice mail for DOS & the department.
• Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance.
• Directs preparation of records such as agenda, notices, minutes, and resolutions for meetings.
• Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other complex documents.
• Creates and maintains databases and spreadsheet files.
• Type correspondence from handwritten material, including client contracts, general correspondence, memos, minutes, etc.
• Flexible work schedule with the ability to stay late when needed due to work load.
• Coordinating and conducting group and individual trainings for sales coordinators and convention services managers, as needed.
• Assign groups to the Sales Managers and update the PMS system once assigned.
• Working with various departments and vendors to ensure that all invoices are correct, rectified if there are any inaccuracies, and paid on time.
• Work closely with DOS in preparing quotes & estimates for sales & clients.
• Admin prepares and sends quotes for groups, primarily groups that are not definite.
• Attend pre-con and other meeting as needed to assist Sales Managers.
• Creating and updating budget spreadsheets for all convention groups; ensuring accuracy of historical data, client services, and client payments; collaborating with the sales department to validate group information and pricing.
• Ability to interact with guests and other employees in a courteous, empathetic and professional manner; reflect an upbeat and positive atmosphere within the office.
• Attending and working with vendors to conduct specialized trainings for all systems and applications; responsible for being an administrator for all system and applications.
• Detailed, with good organizational and communication skills.
• Able to work in a fast-paced work environment and perform multiple tasks at the same time.
• Must be a fast learner and able to learn new applications and become proficient.
• Required to proofread all work to ensure its accuracy/correctness.
• Ability to read and write effectively and perform mathematical calculations.
• Ability to communicate clearly in English.
• Able to work with minimal supervision.
• Ability to type a minimum of 50-55 words per minute.
• All other duties assigned.

Experience/Qualifications:

• 2 years related experience and/or training; or equivalent combination of education and experience (required).
• Ability to lift- up to 25 lbs. consistently and 50 lbs. infrequently.
• Must be able to legally work in the USA.

Education and Certification(s)/License(s):

• Associates Degree (A.A) or equivalent from a 2-year college or technical school (preferred).

Discover Life at Rosen:
Your career is here in our diverse and friendly workplace where your individuality and ideas are valued. Our company of more than 3,000 associates thrives on teamwork and ingenuity. It is this team who makes Rosen Hotels & Resorts® in Orlando one of Florida’s most respected hospitality companies to work for.

Benefits Our Associates Enjoy:

• Affordable Health and Dental Insurance
• On-site Medical Center
• Competitive Compensation
• Holiday Pay
• Paid Vacation and Personal Days
• Tuition Reimbursement and Higher Education Scholarships
• 401(k) Retirement Savings Plan
• Childcare Financial Assistance
• Hospitality and Dining Discounts
• Access to our Family Outreach Center
• Excellent Career Growth Opportunities
• And much more

We are proud to be an equal-opportunity employer and a drug and nicotine-free workforce.