Administrative Assistant Job at Houston First in Houston

TEMP TO HIRE

IN-PERSON - HOUSTON, TX.

Houston First recognizes and appreciates the importance of cultivating an environment that nurtures talent; is equitable and values different perspectives and backgrounds; and, above all, is respectful to everyone.

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.

Hiring Timeline:

• October 2024 - Position Opens
• November 2024 - Interviews will be conducted
• December 2024 - The position is filled temp to hire
• February 2025 - Following a successful 90-day temporary period, the position becomes permanent

Essential Duties and Responsibilities:

• Assist the sales managers 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

For more information on Houston First and the benefits offered, please feel free to explore the following links.

About Us | Houston First Corporation
Diversity Equity & Inclusion | Houston First Corporation
Total Rewards - Benefits | Houston First Corporation