Sales & Catering Administrative Assistant

Overview

At the Double Tree by Hilton Buena Park
, our world-class hospitality starts with a warm smile and our legendary chocolate chip cookie. As a new team member, you’re not just joining a hotel; you’re becoming a key part of a high-energy, guest-focused team dedicated to turning every stay into a 'sweet' memory. Get ready to dive into a vibrant environment where your enthusiasm makes a real difference and every day offers a new opportunity to shine in the heart of Orange County’s most exciting tourist hub.

• Prepare proposals and contracts for prospective clients in a timely manner as requested.
• Create group reservations, enter rooming lists and build group blocks in the PMS.
• Enter FIT reservations and email confirmations to clients within 24 hours.
• Distribute weekly Sales Group Itineraries, Catering 11‑Day Events Calendar, and BEOs.
• Attend weekly BEO meetings and record updates.
• Assist Sales Managers with site inspections, which includes the preparation and showcasing of guest rooms, meeting and event spaces, and other relevant areas of the hotel.
• Coordinate banquet meal tastings for event guests and conduct timely follow‑ups to ensure quality and guest satisfaction.
• Create welcome letters, breakfast coupons, and coordinate special room amenities as requested for groups and VIP guests.
• Perform administrative tasks using Delphi, Hilton PEP PMS, Canva, Sertifi and Microsoft Office.
• Communicate with external clients and manage email correspondence timely as directed by Sales & Catering leadership.
• Answer phones and assist with requests from internal and external guests.
• Participate in daily and weekly sales meetings, including group pickup, BEO, monthly and quarterly meetings.
• Conduct weekly prospecting and follow‑up calls to generate business and increase profitability.
• Participate in Saturday office rotations with the ability to work weekends and holidays as needed.
• Support off‑site sales events and internal promotional activities.
• Represent the hotel professionally on property and in the community.
• Follow all hotel policies and procedures.
• Perform additional duties as assigned by Sales & Catering leadership teams.

• Minimum one year of full‑service hotel Sales & Catering experience
• Proficient in Delphi, Hilton PEP PMS, Canva, Sertifi and Microsoft Office
• Strong verbal and written communication skills; familiarity with AI tools such as ChatGPT
• Professional appearance and welcoming demeanor
• Strong problem‑solving skills and attention to detail
• Ability to manage multiple priorities with strong organizational skills
• Ability to stand, sit, walk, bend, stoop, twist, reach overhead, and lift/push/pull up to 40 lbs.
• Valid Class C driver’s license with ability to travel locally
• Must be authorized to work in the US

• Hilton Team Member hotel rooms discount available worldwide
• Paid Time Off after 90 days of employment
• Benefit plans include health, dental, vision and life insurance upon eligibility
• Participation in 401k retirement plan upon eligibility
• Double Tree Buena Park hotel meal discounts