Spa Groups Business Assistant

AccorHotel • Scottsdale, AZ

16h • Onsite

About The Position

Supporting the administrative needs of the Spa Groups Business Manager with the successful execution of all spa related group functions through proper pre-planning, scheduling, and administrative actions. Reporting to the Spa Groups Business Manager, responsibilities and essential job functions include but are not limited to the following: Consistently offers professional, engaging and friendly service. Assist Spa Groups Business Manager with Spa’rty inquiries via email and phone, becoming primary handoff contact upon execution of Spa’rty bookings for all necessary changes, edits and adjustments to itineraries and needs as they arise prior to day of Spa’rty. Create all group itineraries in excel workbooks. Clearly outlining all necessary key information for ease of tracking and editing as necessary. Assist with inventory and ordering for group gifts and supplies. Becomes main contact with hotel Retail team for any/all Spa Group retail gifting programs. Facilitate BEO coordination and scheduling of spa event space, classes, activities in collaboration with spa departments and Adventures/Experiences sales team. In conjunction with the Spa Group Business Manager, be available to be main point of contact for Group attendees and/or Spa’rty attendees on the day of event. Assist in special event staffing, assuring all coordination between schedules is properly tracked and input into necessary worksheets for payroll purposes or reporting. Run reports through Book4time software to support any and all business needs. Work in concert with Spa Logistics ASOM for pulling necessary reports to analyze, track and report on Spa Group and Spa’rty related business statistics. Prepares Resumes, B.E.Os, group information for pre-con meetings. Ensures that all Spa Leadership team members and associated colleagues are kept up to date on all necessary key information regarding spa groups, booking processes, POS directives to ensure proper tracking of and relaying of pertinent spa group information is properly conveyed for seamless Spa Group experiences. Provide strong excel support with maintaining and updating Spa Group Business/Spa’rty Tracking. Be stationed at the Spa front desk during Spa’rty events and group check-ins, providing guest support and conducting spa tours. Serve as the Spa representative at registration desks for group check-ins, assisting guests and ensuring Spa details are communicated clearly.

Requirements

• Previous experience in a Spa Group Sales or Group Sales coordination within luxury spa/hotel environment preferred.
• Highly organized, ability to multi-task and work well within a team setting.
• Microsoft Office suite of software - literacy required, strong proficiency in Microsoft Excel spreadsheets and reports
• 3 plus years in administrative or executive assistant role in a spa/luxury resort preferred
• Proven competency in the area of organization and communication skills
• Maintain working knowledge of the following: Spa reservations system, Point-of-sale system, Property management system, Telephone and paging/intercom system
• Must be able to sit at a desk for 8 hours per day
• Moving and standing are occasionally required
• Effectively communicate with all co-workers, spa guests, hotel guests and management to their best understanding

Nice To Haves

• Previous experience in a Spa Group Sales or Group Sales coordination within luxury spa/hotel environment
• 3 plus years in administrative or executive assistant role in a spa/luxury resort

Responsibilities

• Consistently offers professional, engaging and friendly service
• Assist Spa Groups Business Manager with Spa’rty inquiries via email and phone, becoming primary handoff contact upon execution of Spa’rty bookings for all necessary changes, edits and adjustments to itineraries and needs as they arise prior to day of Spa’rty.
• Create all group itineraries in excel workbooks. Clearly outlining all necessary key information for ease of tracking and editing as necessary.
• Assist with inventory and ordering for group gifts and supplies.
• Becomes main contact with hotel Retail team for any/all Spa Group retail gifting programs.
• Facilitate BEO coordination and scheduling of spa event space, classes, activities in collaboration with spa departments and Adventures/Experiences sales team.
• In conjunction with the Spa Group Business Manager, be available to be main point of contact for Group attendees and/or Spa’rty attendees on the day of event
• Assist in special event staffing, assuring all coordination between schedules is properly tracked and input into necessary worksheets for payroll purposes or reporting.
• Run reports through Book4time software to support any and all business needs.
• Work in concert with Spa Logistics ASOM for pulling necessary reports to analyze, track and report on Spa Group and Spa’rty related business statistics.
• Prepares Resumes, B.E.Os, group information for pre-con meetings.
• Ensures that all Spa Leadership team members and associated colleagues are kept up to date on all necessary key information regarding spa groups, booking processes, POS directives to ensure proper tracking of and relaying of pertinent spa group information is properly conveyed for seamless Spa Group experiences.
• Provide strong excel support with maintaining and updating Spa Group Business/Spa’rty Tracking.
• Be stationed at the Spa front desk during Spa’rty events and group check-ins, providing guest support and conducting spa tours
• Serve as the Spa representative at registration desks for group check-ins, assisting guests and ensuring Spa details are communicated clearly.

Benefits

• Employee discounts at the Fairmont Scottsdale Princess, local companies and Accor worldwide for you and your family
• Free meals at our on-site employee restaurant
• Learning programs through our Academies designed to sharpen your skills
• Great Medical and Dental benefits, including two employer-funded medical plans, meaning $0 premium if you enroll in the employee-only tier!
• 401K, Direct Deposit, etc.
• Career development opportunities within the Fairmont Scottsdale Princess in addition to national promotion opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed