Administrative Assistant

TEMP TO HIRE

IN-PERSON - HOUSTON, TX.

At Houston First, we are committed to providing our team members a work environment where they can be themselves and recognized for the unique perspectives, they each bring forward. Diversity, equity, and inclusion aren’t just buzzwords–they’re woven into the way we run our business, and they’re reflected in our culture.

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. 

Essential Duties and Responsibilities:

• Assist the sales managers and 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.
• Prepare, copy and bind bids for Sales Managers upon request of client, including letters, information on facilities, housing, transportation, amenities, services and security
• Site Visits – Secure location, prepare agenda/handouts/presentations, order F&B, wrap and distribute client amenities
• Turnover: Gather 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.
• Schedule and coordinate travel arrangements for sales managers preparing travel authorization, register for conference/event, secure hotel, prepare travel documents, post to calendar.
•  Seeking out the most economical product while operating within the allocated budget.
• Work within departmental systems, Simpleview, Customer Relationship Management (CRM) on a daily basis
• Prepare American Express and Personal Expense reports on a monthly basis, enter all expenses in checkbook and prepare invoices. 
• Maintain and foster relationships with various sales managers from different hotels and venues around Houston in order to assist sales managers
• Maintain sales files, electronic filing of leads, correspondence, etc.
• Complete special projects designated by the Sales Managers, Directors of Sales and the Senior Vice President of Sales.
• Provide overflow assistance to Department support staff as directed by the Administrative Support Manager
• Serve as back-up receptionist on a rotating schedule.

Supervisory Responsibilities:

• This position has no supervisory responsibilities.

Education and/or Experience:

• High School Diploma or equivalent
• Two years of secretarial/administrative experience, and knowledge of general office procedures

Knowledge, Skills and Abilities: 

• Proficient computer literate with excellent software skills (Microsoft Word, Microsoft Excel); PowerPoint proficiency is required.
• Accurate typing skills of 50-60 wpm
• Working knowledge of hospitality industry reporting procedures preferred
• 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

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