Archived listing. The details below describe a past opening.
Join the team at Hyatt Regency Houston Downtown as a Sales & Executive Administrative Assistant. Located in the heart of downtown Houston, our hotel offers 955 guest rooms and more than 71,000 square feet of meeting and event space, creating an exciting environment for business travel, conventions, meetings, and special events. This position provides administrative and operational support to the Sales team and Director of Sales & Marketing. The ideal candidate is highly organized, proactive, service-oriented, and comfortable managing multiple priorities in a fast-paced hotel environment. This colleague will help ensure that our sales efforts, group business, VIP experiences, and executive priorities are handled with professionalism and attention to detail.
Key responsibilities include, but are not limited to:
- Provide administrative support to Small Market Sales Managers, including calendar coordination, correspondence, meeting preparation, and document organization.
- Serve as a professional point of contact for telephone calls, visitors, clients, vendors, and internal colleagues, directing inquiries to the appropriate department.
- Support group and business travel sales efforts by tracking leads, maintaining accurate records, preparing proposals and presentations, and assisting with follow-up.
- Coordinate room-block requests, VIP reservations, special amenities, guest room extensions, and client needs in partnership with Reservations, Front Office, Housekeeping, and other hotel departments.
- Assist with the planning and execution of client meetings, site visits, special events, and sales initiatives, including coordinating last-minute client requests and unscheduled meetings.
- Prepare, distribute, and maintain reports, presentations, correspondence, and other sales and executive documents.
- Create and maintain Group Detail Reports (GDRs), ensuring accurate information is communicated to appropriate departments.
- Review, organize, and transfer client rooming lists into the appropriate hotel templates, ensuring accuracy and timely submission to Reservations.
- Process urgent rooming list changes, reservation updates, and last-minute group requests in coordination with Reservations and hotel Operations.
- Monitor and track group deposits, payment deadlines, and outstanding balances in partnership with Sales, Events, and Finance.
- Participate in group pick-up meetings, monitor room block performance, and communicate updates or potential concerns to the appropriate Sales Managers.
- Coordinate and participate in group detail meetings to ensure operational readiness and alignment on client expectations.
- Assist with reviewing and finalizing group billing, verifying charges, coordinating necessary adjustments, and resolving discrepancies with Finance and the appropriate hotel departments.
- Serve as an additional resource for in-house groups, assisting with unexpected requests, operational concerns, and service-related issues to ensure a positive client experience.
- Facilitate timely communication and coordination between Sales and Operations, including arranging meetings to address immediate group needs or operational challenges.
- Maintain organized tracking systems for leads, appointments, projects, deadlines, and administrative responsibilities.
- Coordinate special projects and other assignments as directed by the Sales leadership team.
- Promote seamless communication and collaboration across Sales, Events, Catering, Rooms, Finance, Operations, and other hotel departments.
- Protect confidential information and exercise sound judgment when handling sensitive business and guest matters.
- Demonstrate a working knowledge of Envision, or the ability to quickly learn hotel technology platforms, to support sales administration, group management, and reporting.
- Uphold Hyatt’s commitment to exceptional service by responding promptly, professionally, and thoughtfully to guest, client, and colleague needs.
Hyatt offers a competitive benefits package for eligible colleagues, which may include:
- Complimentary or discounted hotel room nights at Hyatt hotels worldwide
- Discounted room rates for colleagues, friends, and family
- Vacation, sick, and new-child leave
- Bereavement and jury-duty pay
- Medical, dental, and vision insurance
- Discounted prescriptions, life insurance, disability insurance, and flexible spending accounts
- Retirement Savings Plan with employer match
- Employee Stock Purchase Plan
- Complimentary colleague meals
- Previous administrative, sales-support, executive-support, customer-service, or hospitality experience preferred
- Proven ability to multitask, prioritize, and manage deadlines in a fast-paced environment
- Strong written and verbal communication skills with a polished, professional demeanor
- Exceptional organization and attention to detail
- Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint
- Ability to handle confidential information with discretion
- Strong problem-solving skills and a proactive approach to completing tasks
- Friendly, approachable, and service-minded attitude
- Ability to work effectively both independently and as part of a team
- Interest in hospitality, hotel sales, meetings, and events
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.