Administrative Assistant- Sales & Events

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Job Title 

Administrative Assistant-Sales & Events 

Classification 

Non-Exempt

Reports to 

Director of Food & Beverage

Job Description 

The Administrative Assistant is responsible for supporting the efficient operation for the Sales & Event team by performing a variety of clerical and administrative tasks to ensure team, client, and guest needs. In addition, this role will ensure the proper booking, execution and set up of all banquet functions originated by the Sales Department and outside reservations. 

Essential Functions 

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

Weekly attendance at the Aloha Culture Meeting. 

Responsible for utilizing computerized systems and controlling meeting space usage. 

Responsible for ensuring all spaces set ups are accurate prior to the start of the event and all meeting spaces are broken down and set for viewing.  

Weekly meetings with the Sales Department and Chef prior to all functions to ensure that all arrangements have met specifications. 

Routinely communicating all set up needs to banquet staff and assisting in setting of function rooms to the specifications on banquet event orders. 

Liaison maintaining clear communication between all departments to ensure consistent service. 

Continuous development of improving  efficiency and effectiveness of our service. 

Maintaining information in sales management systems. 

Responsible for generating and managing Banquet Event Orders and Sales Contracts. 

Responsible for assisting the Wedding Sales Manager, Wedding Coordinator, Director of Wedding Sales and General Manager as needed.

Assist with weekly scheduling and logging communications of company meetings and training. 

Communicate with all hotel and F&B Departments. 

Participate in proactive team efforts to achieve departmental and company goals. 

Perform other duties as assigned. 

Provide leadership to others through example and sharing of knowledge/skill. 

Attend all company-sponsored meetings. 

Ability to support the hotel and restaurants in a leadership capacity during times of need through the calendar year. 

Responsible for adherence to all policies and procedures as outlined in the ICONA Employee Handbook. 

Competencies 

Excellent verbal and written communication skills. 

Excellent interpersonal and customer service skills. 

Proficient in Microsoft Office Suite or related software. 

Excellent organizational skills and attention to detail. 

Basic understanding of clerical procedures and systems such as recordkeeping and filing. 

Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. 

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. 

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 

Ability to work independently.  

Supervisory Responsibility 

This position has no supervisory responsibility. 

Work Environment 

This position operates in an office/hotel setting. This role routinely uses standard office equipment such as computers, phones, and photocopiers.  

Physical Demands 

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. 

While performing the duties of this job, the team members are regularly required to talk or hear. The team member is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.  

PHYSICAL ENVIRONMENTAL DEMANDS: 

Stand- Under 2/3rd of the time. 

Walk- Over 2/3rd of the time. 

Sit- Under 1/3rd of the time. 

Use hands to fingers, handle or feel- Over 2/3rd of the time. 

Reach with arms and hands- Over 2/3rd of the time. 

Climb or balance- Up to 2/3rd of the time. 

Stoop, kneel, crouch or crawl- Up to 2/3rd of the time. 

Talk or hear- Over 2/3rd of the time. 

Lift minimum of 5lbs.- 50 lbs.- Over 2/3rd of the time. 

Position Type/Expected Hours of Work 

This is a full-time position. This role requires forty, plus hours to include nights, weekends and holidays. 

Travel 

There is less than 20% travel. 

Required Education and Experience 

Associates Degree and 2 years Administrative experience required. 

Knowledge of Microsoft Office 365 including excel. 

Prior Food & Beverage experience preferred. 

Prior Event experience preferred. 

Other Duties 

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the team members for this job. Duties, responsibilities and activities may change at any time with or without notice.  


  


 


 

 
 
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