Administrative Assistant (NE) - Cavalier Resort

Marriott International - Virginia Beach, VA

Full-time - Entry Level

Virginia Beach, VA

Accommodation

About the position

The Administrative Assistant/Sales Receptionist plays a crucial role in the Sales Department by facilitating communication between clients and the sales office, coordinating meetings, and assisting with various administrative tasks. This position involves project compilation, meeting minute-taking, and daily management of showrooms, along with general office duties such as handling telephones and processing documents.

Responsibilities

• Facilitate communications between clients and the sales office.
• Coordinate meetings for the sales team.
• Accumulate daily/weekly reports and assist in promotional writing.
• Assist with project compilation and execution.
• Take and publish meeting minutes as appropriate.
• Handle telephones for the executive office as needed.
• Perform customary general office duties such as photocopying, faxing, and transcribing.
• Process PAFs, POs, and other documents for management approvals.
• Update sales house account on a daily basis.
• Process daily emails and information flow established.
• Follow up on requests, reports, and projects assigned to the DOGS, Sales Manager, and Revenue Analyst.
• Manage U.S. Mail/Fed-Ex labeling, metering, postage, and delivery.
• Assemble daily/weekly reports and assist in preparation of assignments and projects.
• Assist daily with Group Q leads and website tracking.
• Prepare and distribute daily newsletters.
• Maintain the business center and all hotel printers and copiers.
• Order and distribute office supplies.
• Direct guest inquiries to appropriate Sales Manager and follow up for response.
• Maintain filing system for DOGS, Sales Manager, and Revenue Analyst.
• Create coupons, business cards, and postcards for groups and clients.
• Order VIP amenities and ensure guest requests are satisfied in a timely manner.
• Screen incoming calls and respond independently when possible.
• Responsible for agendas, action items, and minutes for department meetings.
• Maintain department files/records, both confidential and non-confidential.
• Compose and prepare department correspondence, reports, and other documents.

Requirements

• High school diploma or GED required.
• Prior experience as a professional administrative assistant.
• Strong organizational and multitasking abilities.
• Sound computer literacy, including proficiency in MS Office products (Excel, Word, Outlook, PowerPoint, Publisher, Visio).
• Ability to work with numerical data and possess analytical and problem-solving skills.
• Highly tuned interaction and people skills to communicate effectively with associates, management, and clients.
• Experience working with general office equipment (facsimile, mail machine, copier, etc.).
• Previous experience in an entry-level administrative position (e.g., junior admin, receptionist, file clerk).