Admin & Sales Assistant

Highgate Hotels•Ketchum, ID

3d•Onsite

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 administration, reporting, and coordination. The role helps ensure efficient Executive Office operations through calendar management, 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 position calls for a highly organized, detail-oriented, adaptable professional who can manage multiple priorities in a fast-paced luxury hospitality environment with professionalism, discretion, and strong communication skills. The role supports the opening and operation of Viceroy’s Sun Valley property in Ketchum, Idaho, a luxury hotel and residence offering. Duties span executive administration, sales and client support, revenue and reservations support, and general administrative operations. The position may require long hours and light physical effort, including occasionally moving objects weighing up to 20 pounds.

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 handle problems by anticipating, preventing, identifying, and solving them as necessary.
Ability to understand and apply complex information and data from various sources.
Ability to maintain confidentiality of information.
Ability to show initiative by anticipating guest or operational needs.
Ability to maintain a warm, friendly, attentive, courteous, and service-oriented demeanor.
Ability to comply with hotel standards and regulations and attend required meetings and training.

Nice To Haves

College coursework in a related field.
Knowledge of Delphi and FOSSE.
At least one year of experience in MS Access, including Word, Excel, PowerPoint, or data warehousing.
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-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 Sales in achieving revenue goals through administration, 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 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.
Communicate operational issues through proper channels.
Attend required meetings and training sessions.
Support the General Manager and Executive Committee with special projects and operational initiatives.
Maintain regular attendance, professional appearance, confidentiality, and a warm, service-oriented manner.
Identify and help resolve operational problems, prioritize work to meet deadlines, and cross-train in other hotel-related areas.
Perform other duties as requested by management.