Executive Assistant to Area Director of Sales & Marketing

Executive Assistant to Area DOSM is responsible for supporting day to day operations of the Area Sales,
Marketing and Events department including, but not limited to: payroll, purchasing, general office admin,
communication and organization. Acts as Administrative Assistant to Area DOSM and as Office Manager for
both properties. This on-property role splits time between Ace Brooklyn and Ace New York.

Qualied candidates must be able to satisfactorily complete the following responsibilities. Other duties may be
assigned.
1. Act as the liaison for Area DOSM with other departments.
2. Oversight of Sales shared drive and shared calendars for both teams.
3. Communicates Agenda in advance of, and as Scribe during sales meetings.
4. Provide support to the Area DOSM on a day to day basis.
5. Tracks and analyzes ROI for sales and marketing initiatives.
6. Oversee overall financial responsibilities of sales and marketing team; Audit monthly GL detail with Area
DOSM, track checkbook accounting, attend credit meetings, basic knowledge of Group billing: attrition,
deposits, settlement, invoices, systems across both hotels.
7. Calculate quarterly sales team incentives.
8. Organizes VIP site inspections.
9. Handles sales office supply orders, sales promo item purchases and overall sales expenses.
10. Support lead catcher/sales coordinator in their absence to pass on leads/enquiries to ensure follow up as
necessary in a timely manner.
11. Weekly and monthly delphi reports (run and organize for Area DOSM).
12. Monthly corporate production reports.
13. Help coordinate individual reservations for VIP clients as requested by Area DOSM.
14. Have general knowledge of the group and catering booking process and support as needed .
15. Process and audit contracts on behalf of the Area DOSM as needed.
16. Assist with PR eorts with coordination and forwarding requests to Atelier (press).
17. Assist in ordering/maintaining collateral and printed material as well.
18. Liaise with Atelier and coordinate and support photo shoots and lming on property.
19. Weekly department timesheet submission and Paycom updates (support Area DOSM).
20. Knowledge of sales systems, operations systems and intermediary partner programs to include:
Cvent, Lanyon, Tour Connection, Delphi, Meeting Broker, Canary.
21. General Sales Office administrative tasks as directed by DOSM to include but not limited to payroll,
purchasing, invoices, etc.
22. Submit website updates and marketing Goldy requests on behalf of Area DOSM.
23. Act as an added layer of support to all sales, marketing and events managers for internal
communications, tools and seeking efficiencies.
24. Support partner programming agreements, contracts, and financial responsibilities for the
marketing team.

ESSENTIAL QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential
functions.
1. Ability to satisfactorily communicate in verbal and written English with guests, management, and co-
workers to their understanding.
2. Prioritize and organize work assignments, have timely follow up and execution.
3. Have superb time management skills.
4. Maintain complete knowledge of all hotel services/features and hours of operation.
5. Other language, mathematical, and reasoning abilities as outlined below.
6. Ability to comply with physical demands as outlined below.
7. Knowledge and understanding of Atelier & Ace Culture & initiatives
8. Technologically sound with Google, Canva, Adobe, Office and Delphi applications.
9. Ability to compute basic mathematical calculations and use Excel and/or Google Sheets

REQUIRED EDUCATION and/or EXPERIENCE

Ideal Candidate is a College Graduate and/or any have a combination of experience that provides the required
knowledge, skills, and ability to eectively fulll the core focus and essential responsibilities of this job description.