Hospitality Executive Assistant

Hospitality Executive Assistant

Job Description for the Danville Hotel Collection – The Bee, The Holbrook, and The Laurel

The Hospitality Executive Assistant provides essential support to the Regional General Manager and plays a central role in driving the sales efforts of the Danville Hotel Collection. This hybrid position blends administrative tasks with a strong focus on sales coordination, group business, event logistics, and guest experience. Highly detail-oriented, organized, and people-focused, this role serves as a liaison between hotel leadership, clients, staff, and guests.

In addition to supporting daily operations, the coordinator oversees sales quotes, generates all contracts, group blocks, planning logistics, and on-site event execution to ensure seamless service across all three hotels.

• Prepare and deliver sales quotes for groups, events, and corporate clients with assistance from Regional GM for rates and pricing.
• Draft, update, and manage group, event, and LNR (Local Negotiated Rate) contracts.
• Track all sales‑related progress, deadlines, deliverables, and client requirements.
• Enter rooming lists into Mews, monitor and enforce cutoff dates, and create/provide client booking links and updates.
• Upload and maintain all group, event, and corporate details in Mews and Event Temple.
• Create and distribute group resumes weekly to ensure hotel teams are fully prepared.
• Conduct hotel tours for event planners, potential clients, and business partners.
• Provide event planning support, coordinating with internal F&B, Ops, and vendors as needed.
• Serve as the on‑site event coordinator during high‑profile corporate events, social functions, and group stays. Serve as rooftop attendant as needed.
• Assist with planning and executing rooftop events, Patton Lobby events, and hotel activations (including ABC license and future F&B expansions).
• Assist with presentations, reports, and meeting materials for managers and ownership.

• Provide clerical and scheduling support for hotel leadership (meetings, calendars, agendas, minutes).
• Manage internal communications, including updating team boards, distributing memos, and ensuring staff are informed of events, policies, and initiatives.
• Assist with ordering, inventory, and supplies for operations and events.
• Maintain organized filing systems for records, vendor contracts, sales documentation, and hotel files.

• Support guest‑facing initiatives, including VIP arrivals, business travelers, group blocks, and special requests, and assist with front desk, housekeeping, and operations as needed.
• Coordinate with front desk, housekeeping, and F&B teams to track and fulfill group and guest needs.
• Assist in responding to guest inquiries or complaints from the front desk agents via email or phone.

• Assist in preparing onboarding materials, training documents, and orientation schedules.
• Assist with attendance tracking and HR documentation.
• Support employee recognition programs, engagement activities, and Lunch & Learns.

• Minimum 1 year of sales or administrative experience required.
• Prior experience leading team members preferred.
• Strong communication, organization, and problem‑solving skills.
• High attention to detail and reliability.
• Flexible availability including weekends, holidays, and varied shifts.
• Comfortable working in a fast‑paced, service‑focused environment.

Source:
Hospitality Online