Sales Coordinator / Executive Assistant

The Sales Coordinator / Executive Assistant to the General Manager is a dual-role position primarily responsible for providing administrative and coordination support to the Sales team, while also assisting the General Manager with executive-level administrative responsibilities, IT coordination, and Safety & Sustainable Development reporting.

The Sales Coordinator plays an important role in keeping the Sales department organized, ensuring timely follow-up with clients and internal departments, and supporting the team in achieving its revenue and customer-service objectives. In addition, this position provides direct administrative support to the General Manager and serves as a key administrative liaison for hotel technology needs, safety documentation, sustainability initiatives, and reporting.

The ideal candidate is highly organized, detail-oriented, proactive, professional, and comfortable working across multiple hotel departments in a fast-paced, 281-room full-service hotel environment.

ESSENTIAL FUNCTIONS

Sales Coordinator

• Provide daily administrative and coordination support to the Director of Sales and Sales team.
• Assist with the preparation and organization of proposals, contracts, presentations, reports, correspondence, and other sales materials.
• Maintain accurate and organized client, group, sales, and departmental files.
• Assist with tracking leads, proposals, contracts, sales activities, and follow-up items.
• Coordinate communication between the Sales team and hotel departments, including Front Office, Operations, Catering, Food & Beverage, Housekeeping, Accounting, and Engineering.
• Assist with scheduling client appointments, sales calls, site inspections, meetings, and hotel tours.
• Support the Sales team with preparation for client meetings, trade shows, networking events, and promotional activities.
• Assist with group and meeting coordination by ensuring relevant information is communicated accurately and timely to operational departments.
• Prepare and distribute internal and external communications as directed by the Sales team.
• Assist with maintaining sales collateral, presentations, promotional materials, rate information, and other department resources.
• Respond to client and internal requests promptly and professionally.
• Assist with preparing weekly, monthly, and other sales reports as required.
• Help coordinate VIP arrivals, client visits, sales-related events, and special hotel programs.
• Follow up on outstanding items and ensure commitments are communicated and completed.
• Provide general administrative assistance to the Sales team during high-volume periods.
• Maintain a professional and welcoming presence for clients and business partners visiting the hotel.
• Assist with special projects and other responsibilities as assigned by the Director of Sales.

Executive Assistant to the General Manager — Secondary Responsibility

• Provide administrative support to the General Manager, including calendar management, scheduling, correspondence, meeting coordination, and document preparation.
• Coordinate internal and external meetings, appointments, conference calls, and hotel events for the General Manager.
• Prepare agendas, presentations, reports, meeting materials, and follow-up documentation.
• Maintain organized and confidential executive files and records.
• Draft, proofread, and format professional correspondence and communications on behalf of the General Manager.
• Assist the General Manager with tracking and following up on action items and departmental initiatives.
• Coordinate leadership meetings and assist with preparation of materials for ownership, management company, brand, and executive meetings.
• Serve as a professional point of contact for executives, VIP guests, clients, vendors, and business partners.
• Assist with special projects and assignments as directed by the General Manager.
• Handle confidential information with discretion and professionalism.
• Provide administrative support during hotel inspections, executive visits, special events, and other key property initiatives.

IT Coordination

• Serve as an administrative liaison between the hotel and corporate/brand IT support teams and technology vendors.
• Coordinate and track hotel IT service requests, support tickets, equipment needs, and technology-related follow-up.
• Assist with coordinating IT support for new hires, transfers, terminations, and changes in employee access as directed by management.
• Coordinate scheduling for IT technicians, vendors, equipment installations, repairs, and system upgrades.
• Maintain organized records of IT requests, equipment, service visits, and outstanding technology issues.
• Follow up on open IT tickets and communicate status updates to the appropriate department leaders.
• Assist with coordination of technology needs for meetings, presentations, events, and executive functions.
• Escalate recurring or critical technology issues to the appropriate IT support contact.
• Support hotel leadership with administrative coordination related to cybersecurity awareness, system updates, and technology communications.
• Maintain confidentiality and appropriate security practices when handling employee, guest, and hotel technology information.

Safety & Sustainable Development Reporting

• Assist the General Manager and hotel leadership with administrative coordination of Safety, Risk Management, and Sustainable Development initiatives.
• Collect, organize, and maintain documentation required for hotel safety, compliance, sustainability, and brand