Admin & Sales Assistant

The Observatory Sun Valley, A Viceroy Resort•Ketchum, ID

21h•Onsite

About The Position

The Administrative & Sales Assistant serves as a key administrative resource for The Observatory Sun Valley leadership team, providing support to the Executive Committee while also assisting the Sales and Revenue departments with administrative, reporting, and coordination responsibilities. This position helps ensure the efficient operation of the Executive Office through calendar management, meeting coordination, project tracking, document preparation, communication support, and administrative organization. In addition, the role supports sales and revenue initiatives through database management, reporting, group coordination, client communications, contract administration, and reservation-related functions. The ideal candidate is highly organized, detail-oriented, adaptable, and capable of managing multiple priorities in a fast-paced luxury hospitality environment. This individual must demonstrate professionalism, discretion, strong communication skills, and a willingness to support a variety of operational and strategic initiatives across the resort.

Requirements

At least three years of progressive experience in a hotel or a related field required
High School diploma or equivalent required
Must possess computer skills, including, but not limited to, use of MS Word and Excel.
Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
Maintain a warm and friendly demeanor at all times.
Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
Must be able to multitask and prioritize departmental functions to meet deadlines.
Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
Attend all hotel required meetings and trainings.
Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
Must be able to cross-train in other hotel related areas.
Must be able to maintain confidentiality of information.
Must be able to show initiative, including anticipating guest or operational needs.
Perform other duties as requested by management.

Nice To Haves

College course work in related field helpful
Knowledge of Delphi and FOSSE a plus.
At least one year experience in MS Access, including Word, Excel, Power Point or Data Warehousing helpful
Experience in an Internet or Intranet environment helpful
Knowledge of Request For Proposal (RFP) process and/or Corporate Volume Accounts helpful
Experience with Budget, Expense, End of the Month, and Competitive Analysis Reports beneficial
Newmarket Sales & Catering Systems (Delphi) experience preferred
Fosse, Opera, Micros-Fidelio Property and Yield Management Systems experience preferred
RFP Publishers and Internet / Intranet Web Sites experience preferred
Knowledge of Accounting / Purchasing Programs Helpful (e.g. Image Now)
Crystal and Market Vision Report Writers (Delphi reports) helpful

Responsibilities

Provide administrative support to the Executive Committee, including calendar management, meeting coordination, travel arrangements, document preparation, and project tracking.
Prepare presentations, reports, meeting materials, and executive correspondence.
Assist with ownership visits, VIP arrivals, residence owner communications, and special projects.
Maintain confidential files, records, contracts, and executive documents.
Support pre-opening initiatives, training logistics, vendor coordination, and operational projects.
Assist departments across the resort with administrative projects and communications as needed.
Assist the Sales team in achieving revenue goals through administrative support, reporting, database management, and client communication.
Prepare proposals, contracts, customer correspondence, appreciation letters, and promotional materials.
Coordinate site inspections, client presentations, and property tours.
Maintain sales collateral, sales kits, and client records.
Assist with group business detailing, rooming lists, billing requirements, VIP arrangements, and event coordination.
Monitor group room blocks, pickup, cut-off dates, and group wash.
Support post-booking group coordination and communication with operating departments.
Build and maintain strong relationships with clients, travel advisors, wholesalers, and business partners.
Assist the Director of Revenue Management with reporting, forecasting, rate loading, inventory management, and distribution systems.
Run sales, pace, forecast, booking, inquiry, and production reports.
Maintain Delphi, PMS, and revenue management systems.
Manage group inventory and room block accuracy.
Assist with OTA parity checks and rate audits.
Build and maintain rate codes and reservations as required.
Upload STR data and assist with revenue reporting and analysis.
Monitor commissionable groups and process commission requests.
Process purchase orders, invoices, and special requests.
Answer phones, manage mail distribution, maintain filing systems, and coordinate office supplies.
Ensure operational issues are communicated through proper channels.
Attend meetings and training sessions as required.
Support the General Manager and Executive Committee with special projects and operational initiatives.