Administrative Assistant - Sales

Houston First•Houston, TX

8d•Onsite

About The Position

Houston First recognizes and appreciates the importance of cultivating an environment that nurtures talent; is equitable and values different perspectives and backgrounds; and, above all, is respectful to everyone. The Administrative Assistant in Sales provides superior support to the Managers and Directors of the Sales and Client Services department ensuring a smooth day-to-day operation. This includes cross-communication between departments, utilizing exceptional computer skills and knowledge of functional area to providing accurate, efficient, and timely administrative support. The ideal candidate must have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel, Power Point and MicroSoft Outlook environment. This position will commence with a 90-day temporary period. Upon satisfactory performance, the role will seamlessly transition into a full-time position.

Requirements

High School Diploma or equivalent
Two years of secretarial/administrative experience, and knowledge of general office procedures
Proficient computer literate with excellent software skills (Microsoft Word, Microsoft Excel); PowerPoint proficiency is required.
Accurate typing skills of 50-60 wpm
Excellent written and oral communication skills
Excellent telephone and interpersonal skills
Ability to work effectively under pressure and manage multiple on-going projects
Good judgment and decision-making skills

Nice To Haves

Working knowledge of hospitality industry reporting procedures preferred

Responsibilities

Assists the sales managers or directors with day-to-day administrative and clerical activities, i.e. correspondence, calendar management, telephone inquiries, purchase order requests, travel, mailers, calendar updates, expense reports, schedule meeting rooms, shipping, mailing, etc.
Prepares, copies and binds bids for Sales Managers upon request of client, including letters, information on facilities, housing, transportation, amenities, services and security
Site Visits – Secures location, prepares agenda/handouts/presentations, order F&B, wrap and distributes client amenities
Turnover: Gathers leads using the Destination Marketing Association International (DMAI) Economy Impact estimates provided by sales managers; process contracts or historical data that might be necessary for a hotel grid; and complete the turnover checklist before approving it.
Schedules and coordinates travel arrangements for sales managers preparing travel authorization, register for conference/event, secure hotel, prepare travel documents, post to calendar.
Seeks out the most economical product while operating within the allocated budget.
Works within departmental systems, Simpleview, Customer Relationship Management (CRM) on a daily basis
Prepares American Express and Personal Expense reports on a monthly basis, enter all expenses in checkbook and prepare invoices.
Maintains and fosters relationships with various sales managers from different hotels and venues around Houston in order to assist sales managers
Maintains sales files, electronic filing of leads, correspondence, etc.
Completes special projects designated by the Sales Managers, Directors of Sales and the Senior Vice President of Sales.
Provides overflow assistance to Department support staff as directed by the Administrative Support Manager
Serves as back-up receptionist on a rotating schedule.