ADMINISTRATIVE ASSISTANT

Provides administrative and sales support to the Sales and Events team, including assisting with booking, contracts, client communication, and event coordination to help maximize revenue and ensure an excellent client experience.

Essential Duties include the following.

1. Attendance during regularly scheduled hours.

2. Operate office machines, such as photocopiers, scanners, voicemail and email.

3. Answer telephones, direct calls, take messages, and respond to sales and general inquiries in a professional manner.

4. Maintain and update filing, inventory, mailing, and database/CRM systems.

5. Communicate with clients, employees, and other stakeholders to answer questions, resolve problems, and support sales-related administrative tasks.

6. Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.

7. Create and maintain database and spreadsheet files for sales activity, leads, and bookings.

8. Assist in preparing, processing, and finalizing sales contracts, addendums, proposals, and event orders.

9. Request, collect, and track client tax certificates and certificates of insurance, ensuring required documentation is received and current before events.

10. Upload and organize all client documents (contracts, tax certificates, insurance certificates, proposals, and event details) in Trello, maintaining accurate and up-to-date boards and card attachments.

11. Input and update client quotes and proposals into the designated system or spreadsheet, ensuring accuracy and timely follow up.

12. Schedule and help coordinate site tours with potential clients, including preparing basic information and materials for the team member conducting the tour.

13. Assemble visitor and event information packets, including rate sheets, floor plans, catering information, and facility policies for distribution to clients and guests.

14. Assist the Executive Director and Business Manager with administrative tasks, including scheduling, correspondence, document preparation, and special projects as assigned.

15. Order and maintain office supplies, including monitoring inventory and placing orders as needed, and maintain kitchen/breakroom supplies to ensure common areas are stocked, clean, and guest-ready.

16. Assist Sales and Events staff with coordinating details between clients and internal departments (operations, catering, housekeeping, security, etc.).

17. Manage special projects and other sales-related administrative tasks as directed by Management.

Other Responsibilities include:

1. Other event related administrative tasks as directed.

SUPERVISORY RESPONSIBILITIES

No supervisory responsibilities.

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. Strong customer relations, communication, and problem-solving skills.

2. High attention to detail and accuracy in contracts, documentation, and data entry.

3. Ability to follow directions and adhere to safety and facility guidelines.

4. Ability to manage multiple priorities, deadlines, and frequent interruptions in a fast-paced environment.

5. Proficiency with spreadsheets and basic data management (Excel or Google Sheets).

6. Experience with project management tools such as Trello.

7. Experience with CRM systems is a plus.

8. Proficiency with Google Docs and related office applications.

9. Ability to work with Adobe (for PDFs/forms) and DocuSign or similar electronic signature platforms.

EDUCATION and/or EXPERIENCE

1. Associate’s degree in business, hospitality, or related field preferred; equivalent combination of education and directly related experience 3 years will be considered in lieu of a degree.

2. Prior experience in hospitality, event management, sales support, or administrative roles strongly preferred.

CERTIFICATES, LICENSES, REGISTRATIONS

1. Applicant must possess current, valid driver’s license.

LANGUAGE SKILLS

1. Ability to speak and understand English.

2. Ability to read and interpret documents such as instructions, policies and procedures.

3. Ability to deal effectively and courteously with the general public.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; ability to apply previously learned material such as specifics, criteria, techniques, principles, and procedures ; ability to grasp and interpret the meaning of material; ability to use learned material in new and concrete situations; ability to break down material into its component parts in order to understand the whole; ability to recognize casual relationships, ability to put parts together to form a new whole or proposed set of operations; ability to relate ideas and formulate hypotheses; ability to judge the value of material for a given purpose on the basis of consistency, logical accuracy, and comparison to standards; ability to appraise judgments involved in the selection of a course of action; ability to identify choices and potential outcomes, determine importance of outcomes, combine information to prioritize options and make decision based on level of priority or urgency.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

1. While performing the duties of this job, the employee is regularly required to reach with hands and arms and talk or hear.

2. The employee frequently is required to stand; walk; sit; and use hands to finger, handle, or feel.

3. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.

4. The employee must regularly lift and/or move up to 25 pounds and frequently lift and/or move up to 50 pounds.

5. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. While performing the duties of this job, the employee is occasionally exposed to cold temperatures and elevated noise levels, depending on the nature of a particular event.

CONCLUSION

The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. This is not an all inclusive list of responsibilities, duties, and skills required of personnel so classified. Further, this job description is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of any employee under his/her supervision. I understand that employment is at the will of the employer and either the employer or the employee may terminate the employment with or without cause at any time.

Job Type: Full-time

Pay: $16.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $16 - $25