Executive Assistant for Sales & Marketing - Shangri-La Resort

Job Description

Job Description

The beautiful Shangri-La Resort, located at the tip of Monkey Island in the center of northeast Oklahoma's Grand Lake O' the Cherokees, is currently accepting applications for an Executive Assistant for the Sales & Marketing department. Are you looking for a rewarding job? We're hiring an enthusiastic and hardworking individual to join our team! If you're looking for a great way to earn income, gain hands-on experience, and work in a fun and fast-paced environment, we have the perfect opportunity for you.

JOB OVERVIEW :

The Executive Assistant position reports to the Director of Sales but supports the entire sales, marketing, and catering department. The position has a variety of duties, the two most important are to drive client satisfaction and resort revenue. The position requires a cheerful disposition as it works with clients and many departments within the resort.

REPORTS TO : Director of Sales, Marketing, & Membership

ESSENTIAL JOB FUNCTIONS :

• Developing contracts based on information provided by the sales team.
• Contract follow-up and documentation tracking (ie. Credit cards, deposits, rooming lists, golf pairings, restaurant reservations, and Banquet Event Order (BEOs) signatures).
• Update and develop Marketing Calendar.
• Phone back-up / messages.
• Pull reports.
• Tradeshow preparation (collateral stocked, package preparation, giveaway ordering).
• Printing the 10-day BEO packages for catering manager.
• Ensure customer files are on-line for accounting (contracts / BEOs / shred credit card information).
• Work with sales and catering on special event reservations and deposits.
• Keep activities lists up to date.
• Additional ad hoc activities as identified.
• Create and send out band and other miscellaneous contracts.
• Distribute Pop-Up / Revised BEOs to all departments.
• Put together a Pre-Conference packet / Booklet for clients when needed.
• Assist with Bid binders (when required).
• Manage department checkbook and expenses. Coordinate with finance on overall budget and expenses.
• Performs other job-related duties as assigned.

REQUIRED SKILLS AND ABILITIES :

Physical Demands :

While performing the duties of this job, the employee regularly is required to stand and walk for extended periods; use hands to handle, or feel; reach with hands and arms; and talk or hear. The employee occasionally is required to sit; and stoop, kneel, crouch, or crawl and lift more than 25lbs. Physical stamina and a proper mental attitude to work under pressure at a fast pace are essential. Must have the mental fortitude to handle the pressures of multiple tasks while providing excellent guest service.

Work Environment :

The duties of this position are primarily performed in indoor climate conditions.

PERFORMANCE STANDARDS :

Customer Satisfaction :

Work Habits :

Safety & Security :

ADDITIONAL INFORMATION :

This job description provides an overview of the key responsibilities and expectations for the Executive Assistant. It is not an exhaustive list of duties. Additional job-related tasks may be assigned as needed.

Must be able to pass a background check.