Sales Administrative Assistant

About the Hotel

Step into sophistication at Hotel Chicago Downtown, Autograph Collection, where upscale accommodations meet an unbeatable downtown location. Our property offers easy access to Chicago's most iconic attractions, including Wrigley Field, Navy Pier, Millennium Park, the Magnificent Mile, and the River North Gallery District.

Position Summary

The Sales Administrative Assistant provides essential support to the Sales Team by managing administrative functions that ensure effective hotel sales and operations. This role serves as a key liaison between Sales Managers, clients, and internal departments, helping to deliver exceptional service and operational efficiency.

Key Responsibilities

• Act as liaison between Sales Managers and clients during manager absences; handle booking inquiries and prepare necessary paperwork.

• Utilize Microsoft Office Suite and other software tools to produce contracts, correspondence, forms, and reports.

• Answer incoming calls, respond to inquiries, and accurately record and distribute messages in a timely manner.

• Organize, file, and retrieve departmental documents and ensure timely distribution of time-sensitive materials.

• Handle VIP reservations, coordinating with other hotel departments to arrange special requests and upgrades.

• Transport and manage documents (up to 10 lbs) and file materials in storage areas, including cabinets up to 6 feet high.

• Maintain department filing systems and essential records for smooth sales operations.

• Adhere to attendance and scheduling policies; perform additional job-related duties as assigned.

Qualifications & Skills

• Hotel or hospitality experience preferred.

• Strong administrative skills including business letter formatting and professional telephone etiquette.

• Ability to communicate effectively with internal and external stakeholders, exercising patience and diplomacy.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Strong organizational and filing skills with attention to detail.

• Ability to follow written and verbal instructions accurately.

• Physical ability to sit or stand for extended periods and perform repetitive administrative tasks.

• Effective written and verbal communication skills with adaptability for different audiences.

Compensation

• Tipped/Service Charge Eligible: No

• Performance Bonus Eligible: No

Benefits

HEI Hotels and Resorts provides a comprehensive benefits package designed to support your overall well-being:

• Medical, Dental, and Vision Insurance (Anthem Blue Cross / EyeMed)

• Paid Vacation, Sick Leave, and Holiday time

• Life, Disability, and Supplemental Insurance options

• Pet Insurance (ASPCA)

• 401(k) Savings Plan with employer match

• Employee Assistance Program

• Hotel Room Discounts & "YouDecide" discount platform

Specific benefits and eligibility may vary by location and employment status.

Equal Opportunity Employer

HEI Hotels and Resorts is an equal opportunity employer. All qualified applicants are considered without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other legally protected characteristics.