Sales & Executive Office Administrative Assistant

Hyatt • Palm Springs, CA • 5h ago

Description:

Thompson Palm Springs is seeking a highly organized and detail-oriented Sales & Executive Office Administrative Assistant to support both the Sales team and General Manager. This individual will play a key role in ensuring smooth departmental operations, managing critical sales processes, and delivering exceptional service to both internal and external clients.

Situated in the heart of Palm Canyon Drive, Thompson Palm Springs offers 168 bungalow-inspired guest rooms and suites, 8,000 sq. ft. of meeting space, multiple bespoke dining and lounge experiences, and a vibrant cultural connection to the local community.

We are looking for a candidate who thrives in a fast-paced environment, demonstrates refined communication skills, and brings a proactive approach to operational excellence.

Primary Responsibilities

Departmental Support & Coordination - Serve as the liaison between Sales, Events, and other hotel departments, ensuring seamless communication and follow-through on client and guest needs. Lead Management - Monitor and respond to voicemail and sales inbox leads, assign Envision leads/referrals as needed, and ensure no leads are abandoned. Envision Systems Administration & Sales Support - Create sales booking leads for Sales Managers, add and terminate user accounts, perform SIP adjustments, and follow SOPs including; reviewing and approving sales contracts, turning bookings to definite status in Envision and coordinating group booking details with applicable departments. Reporting & Analysis - Create and distribute the weekly corporate sales report by integrating data from multiple sources; run reports in Envision and support leadership with actionable insights. VIP Support - Manage VIP stays including submitting individual reservation requests (rooms and F&B), coordinating in-room amenity orders, coordinate client gifts (including inventory management) and sending follow up correspondence. Expense & Accounting Support - Use Oracle to prepare and submit expense reports for Sales Managers and GM; process purchase orders and confirm POs in BirchStreet; assist accounting with receivables follow-up, etc.. Collateral & Marketing Support - Maintain in-room collateral, press kits, invitations, and event materials; coordinate with brand designers as needed. Operational Process Improvement - Create and maintain departmental forms, SOPs, and tracking tools to streamline workflows and enhance efficiency. Service Excellence - Provide thoughtful, thorough customer service in person, over the phone, and via email; respond to inquiries and special requests with courtesy, accuracy, and urgency.

This is a nonexempt (hourly) role. The budgeted rate for this role is $23.00 - $25.00 . This is the annual hourly rate for this position that Thompson Palm Springs reasonably expects to pay. Decisions regarding individual hourly rates will be based on a number of factors including experience, and education.

Why work for Thompson Palm Springs?

Health, Dental, Vision Insurance eligibility after 30 days of employment Paid Time Off (PTO) Compassionate Leave Life Insurance Paid Holidays 401k Retirement Savings Plan & Company Match Paid Parental Leave & Adoption Assistance Program Free & Discounted Hotel Rooms at Hyatt Hotels around the World! Tuition & Wellness Reimbursement

Qualifications:

Strong organizational and multitasking skills with the ability to manage competing priorities. Computer proficiency must include Microsoft Office Suite and Outlook; experience with Hyatt Envision, Opera PMS and BirchStreet preferred. Exceptional verbal and written communication skills. A proactive, solutions-oriented approach to problem-solving. Prior hotel or hospitality experience preferred; luxury or lifestyle brand experience a plus.

Thompson Palm Springs team members work in an environment that demands exceptional performance yet reaps great rewards. Whether it's career opportunities, job enrichment, or a supportive work environment, if you are ready for this challenge, then we are ready for you.

All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Primary Location: US-CA-Palm Springs

Organization: Thompson Palm Springs

Pay Basis: Hourly

Job Level: Full-time

Job: Administrative

Req ID: PAL001159

Hyatt is an equal employment opportunity and affirmative action employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, marital status, pregnancy, national origin, ancestry, age, religion, disability, veteran status, genetic information, citizenship status or any other group protected by law.

Hyatt

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