Leisure Sales Administrative Assistant

Summary

The ideal candidate should have experience in the luxury resort space. The Leisure Sales Administrative Assistant is responsible for providing analytical and administrative support to the Leisure Sales department. This position ensures accurate management of client information, supports sales operations, and assists with the efficient execution of administrative processes. The role requires strong analytical abilities, organizational excellence, and a commitment to precision and professionalism.

Must be able to interact with staff (at all levels), guests, members, and clients in a fast-paced environment, sometimes under pressure, while remaining resourceful and efficient and with a high level of professionalism.

Expert-level written and verbal communication skills in English, strong decision-making ability, and attention to detail are critically important to this position.

Essential Functions

Job duties include, although are not limited to:

• Support all leisure sales managers’ daily administrative needs and represent the Sales Department internally and externally with positive interactions.
• Communication with VIP accounts such as Virtuoso, Signature Travel, AMEX, SmartFlyer, etc.., as well as International Wholesale accounts.
• Verifies accuracy of reservation reports daily.
• Knowledge of and demonstrates our Forbes 5 Star standards at all times.
• Support leisure sales managers in booking travel arrangements for sales trips and activities.
• Administrative tasks include but are not limited to travel agent commissions, managing customer event lists, merging and completing contracts, managing VIP arrivals and amenities, conducting property site visits if needed, assisting with reservations, and communicating all pertinent information to applicable departments on behalf of the leisure sales department.
• All communications and tasks should be completed with the utmost detail and professionalism, including luxury language and polished written and verbal communications.
• Answer and filter all incoming phone calls to the leisure sales department with a warm, personalized greeting. Ensure accurate notes and follow-up communications are efficiently tracked and shared to provide the highest level of service internally and externally.
• Coordinate all amenities, client gifts, and courtesy services for on-property client stays, as assigned. (Book transportation, spa, golf, retail amenities, IRD amenities, etc.).
• Assist as needed on client Site Inspection visits, FAM trips, and internal events as directed.
• Assist Leisure Sales and Site Managers with the design and operation of site visits, site alerts, day of coordination and involvement, calendar appointments, reservations, etc.
• Compile, itemize, and assist in ensuring the accuracy of all leisure sales manager expense reports in reporting tools/systems.
• Ensure the physical office environment is neat and always organized. Assist with office supply ordering and ensure the efficiency of all office tools so that daily operations run smoothly.
• Support leisure sales managers and leadership by organizing office events, meetings, etc., in a hospitable manner.
• Adhere to all SOPs for the department and resort.

Collaboration & Communication

• Serve as a liaison between Sales, Revenue, Destinations Sales, and Resort Operations to maintain alignment with group needs and space allocations.
• Communicate professionally with internal departments to support a seamless event experience.
• Uphold brand standards and service excellence consistent with a luxury resort environment.

Internal Relationships

Reports to the Director of Leisure Sales. Works closely with the sales managers, and other administrative support staff, as well as various members of the resort leadership and operations team.

External Relationships

Has regular contact with outside vendors and hotels.

Qualifications

• Basic hotel product knowledge, i.e., staffing, operations, safety, security, terminology, and hotel policies.
• Proficient in Opera and Delphi is preferred.
• Basic knowledge of the hotel structure/layout and how all departments interact.

Education/Experience Requirements

• Bachelor’s degree in hospitality management, Business Administration, or related field preferred.
• 2+ years of experience in hotel sales, catering, or event management support (luxury or full-service property experience preferred).
• Proficiency in Delphi, Opera, and Microsoft Office Suite (Excel, Outlook, PowerPoint, Word).
• Strong analytical and organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize and manage multiple projects in a fast-paced environment.
• Professional demeanor and commitment to discretion and confidentiality.

Physical Requirements

Lifting 50 lbs. maximum with frequent lifting and carrying of objects weighing up to 25 lbs. It requires walking or standing to a significant degree, as well as reaching, handling, feeling, talking, hearing, and seeing.

In the United States, we are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.