Admin & Sales Assistant

Viceroy Hotels

Viceroy Hotels & Resorts offers a fresh take on hospitality, centered on the richness of experiences and cultural connection. A leader in modern luxury, Viceroy is committed to creating unique, immersive experiences that allow guests to craft unforgettable narratives rooted in the authenticity of each destination. Viceroy's portfolio of hotels and resorts can be found in a diverse array of breathtaking and inspiring locations including Los Cabos, Santa Monica, Chicago, Riviera Maya, Kopaonik, Snowmass, Washington D.C., St.

Lucia, and Portugal's Algarve, with a forthcoming resort in Sun Valley, Idaho slated to open in summer 2026.

The property offers 73 guest rooms and 12 single-level penthouse residences, all with sweeping views of Idaho's Rocky Mountains. Guests and owners will enjoy an elevated level of personalized service and an extensive amenity suite, including a 5,700-square-foot full-service spa, a 1,500-square-foot fitness center, six treatment rooms, an indoor thermal pool, cold plunge, sauna, and steam rooms. A state-of-the-art rooftop observatory and outdoor terrace bar will provide unobstructed access to the Central Idaho Dark Sky Reserve, the first designated preserve of its kind in the U.S. and one of only 12 globally.

Located at the southeast corner of Main Street and River Street East—the gateway to downtown Ketchum, Idaho—and just minutes from Bald Mountain's River Run base, this exceptional property will debut as Sun Valley's first luxury hotel and for-sale residence offering. As part of the Viceroy team, you'll help bring our signature experiential hospitality to one of North America's most iconic, year-round mountain destinations.

The Administrative & Sales Assistant serves as a key administrative resource for The Observatory Sun Valley leadership team, providing support to the Executive Committee while also assisting the Sales and Revenue departments with administrative, reporting, and coordination responsibilities.

This position helps ensure the efficient operation of the Executive Office through calendar management, meeting coordination, project tracking, document preparation, communication support, and administrative organization. In addition, the role supports sales and revenue initiatives through database management, reporting, group coordination, client communications, contract administration, and reservation-related functions.

The ideal candidate is highly organized, detail-oriented, adaptable, and capable of managing multiple priorities in a fast-paced luxury hospitality environment. This individual must demonstrate professionalism, discretion, strong communication skills, and a willingness to support a variety of operational and strategic initiatives across the resort.

Administrative Support:

• Provide administrative support to the Executive Committee, including calendar management, meeting coordination, travel arrangements, document preparation, and project tracking.
• Prepare presentations, reports, meeting materials, and executive correspondence.
• Assist with ownership visits, VIP arrivals, residence owner communications, and special projects.
• Maintain confidential files, records, contracts, and executive documents.
• Support pre-opening initiatives, training logistics, vendor coordination, and operational projects.
• Assist departments across the resort with administrative projects and communications as needed.

Sales & Client Support:

• Assist the Sales team in achieving revenue goals through administrative support, reporting, database management, and client communication.
• Prepare proposals, contracts, customer correspondence, appreciation letters, and promotional materials.
• Coordinate site inspections, client presentations, and property tours.
• Maintain sales collateral, sales kits, and client records.
• Assist with group business detailing, rooming lists, billing requirements, VIP arrangements, and event coordination.
• Monitor group room blocks, pickup, cut-off dates, and group wash.
• Support post-booking group coordination and communication with operating departments.
• Build and maintain strong relationships with clients, travel advisors,…