Admin & Sales Assistant

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

About The Position

The Administrative & Sales Assistant serves as a key administrative resource for The Observatory Sun Valley leadership team, supporting the Executive Committee and assisting the Sales and Revenue departments with administrative, reporting, and coordination responsibilities. The position helps ensure the efficient operation of the Executive Office through calendar and meeting coordination, project tracking, document preparation, communication support, and administrative organization. It also 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 able to manage multiple priorities in a fast-paced luxury hospitality environment. The role requires professionalism, discretion, strong communication skills, and a willingness to support operational and strategic initiatives across the resort. The property is Viceroy’s forthcoming Sun Valley, Idaho resort, slated to open in summer 2026.

Requirements

At least three years of progressive experience in a hotel or related field.
High school diploma or equivalent.
Computer skills, including use of MS Word and Excel.
Ability to communicate effectively verbally and in writing with employees and guests at all levels.
Ability to listen to, understand, and clarify concerns raised by employees and guests.
Ability to multitask and prioritize departmental functions to meet deadlines.
Ability to maintain confidentiality of information.
Ability to understand and apply complex information and data from various sources.
Long hours are sometimes required.
Light work: exerting up to 20 pounds of force occasionally and/or up to 10 pounds frequently or constantly to lift, carry, push, pull, or otherwise move objects.

Nice To Haves

College coursework in a related field.
Knowledge of Delphi and FOSSE.
At least one year of experience in MS Access; experience with Word, Excel, PowerPoint, or data warehousing is helpful.
Experience in an Internet or Intranet environment.
Knowledge of the Request For Proposal (RFP) process and/or Corporate Volume Accounts.
Experience with Budget, Expense, End of the Month, and Competitive Analysis Reports.
Newmarket Sales & Catering Systems (Delphi) experience.
Fosse, Opera, Micros-Fidelio Property, and Yield Management Systems experience.
Experience with RFP publishers and Internet/Intranet websites.
Knowledge of accounting or purchasing programs, such as Image Now.
Experience with Crystal and Market Vision Report Writers (Delphi reports).

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 resort departments with administrative projects and communications as needed.
Support the Sales team with administrative work, reporting, database management, and client communications to help achieve revenue goals.
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 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.
Maintain a warm, friendly, attentive, courteous, and service-oriented demeanor with guests and employees.
Communicate effectively, listen to and clarify concerns, multitask, and prioritize departmental functions to meet deadlines.
Maintain regular attendance, proper personal appearance and grooming, and compliance with hotel standards and regulations.
Maximize productivity, identify problem areas, help implement solutions, and anticipate, prevent, identify, and solve problems.
Understand and apply information from various sources, cross-train in other hotel-related areas, maintain confidentiality, and show initiative in anticipating guest or operational needs.
Perform other duties as requested by management.

Benefits

Medical insurance
Dental insurance
Vision insurance
Life insurance
Short-term and long-term disability insurance
401(k) retirement plan with employer matching contributions
Paid holidays
Paid vacation
Paid sick leave in accordance with applicable law
Employee assistance program (EAP)
Educational opportunities and tuition reimbursement
Paid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law