Administration Assistant, Sales

Experience the Windy City from the heart of it all. Loews Chicago Hotel, situated steps from Navy Pier and Magnificent Mile, offers guests spectacular city skyline and lake views, while enjoying the comforts of home. Welcome to City Sophistication where convenience and relaxation meet.

The Administrative Assistant assists Sales Managers, Catering Managers and/or Conference Managers in providing world-class contracting, preparation, coordination and servicing of Hotel Customer base. Administers proposals, contracts and written correspondence in conjunction with Sales/Catering Team to communicate contractual information, event details and changes in conference programs to appropriate hotel operating departments and partnering teams.

Duties and Essential Functions

• Ability to juggle multiple tasks & projects with superb accuracy in a fast paced environment

• Strong administrative skills and attention to detail

• Exceptional customer service skills, over the phone and in person, with customers and internal departments

• Ability to manage different personalities, work styles and needs

• Write (or review) and distribute emails, correspondence memos, letters and customer specific communications as requested

• Assist in the preparation of regularly scheduled reports

• Assist with return phone calls. Qualify leads with additional details. Help clients with details on upcoming groups

• Coordinate reservations and amenities for Managers. Ensure room is ready and amenity delivered prior to arrival

• Assist with special project tasks, including mailings, sales blitz lists and other sales related activities

• Prepare contracts for Sales and Catering Managers; merge, alter and distribute for a tentative booking

• Assemble proposals and regret correspondence for Sales and Catering Managers

• Create Post Convention Reports, merge corresponding thank you letters

• Conduct Site Visit Tours as needed for Sales and Catering clients

• Send first contact template response to Catering inquiries with basic hotel information

• Assist in managing execution of small one-day meetings or rooms only programs

• Work directly with Operations/Restaurant to help coordinate the handling of functions

• Communicate with Catering and Conference events to inform cut off dates, review pickup reports for straight-line availability

• Assist with event execution including walking meeting rooms to ensure set is accurate, greeting meeting planners in meeting rooms on event days, and communicating requests to appropriate department for execution

• Other duties as assigned