Shangri La
Executive Assistant for Sales & Marketing - Shangri-La Resort
Shangri La, Afton, Oklahoma, United States, 74331
The beautiful Shangri-La Resort, located at the tip of Monkey Island in the center of northeast Oklahoma's Grand Lake O' the Cherokees, is currently accepting applications for an Executive Assistant for the Sales & Marketing department. Are you looking for a rewarding job? We're hiring an enthusiastic and hardworking individual to join our team! If you're looking for a great way to earn income, gain hands-on experience, and work in a fun and fast-paced environment, we have the perfect opportunity for you.
JOB
OVERVIEW
:
The Executive Assistant position reports to the Director of Sales but supports the entire sales, marketing, and catering department. The position has a variety of duties, the two most important are to drive client satisfaction and resort revenue. The position requires a cheerful disposition as it works with clients and many departments within the resort.
REPORTS
TO
:
Director of Sales, Marketing, & Membership ESSENTIAL JOB FUNCTIONS:
Developing contracts based on information provided by the sales team. Contract follow-up and documentation tracking (ie. Credit cards, deposits, rooming lists, golf pairings, restaurant reservations, and Banquet Event Order (BEOs) signatures). Update and develop Marketing Calendar. Phone back-up / messages. Pull reports. Tradeshow preparation (collateral stocked, package preparation, giveaway ordering). Printing the 10-day BEO packages for catering manager. Ensure customer files are on-line for accounting (contracts / BEOs/ shred credit card information). Work with sales and catering on special event reservations and deposits. Keep activities lists up to date. Additional ad hoc activities as identified. Create and send out band and other miscellaneous contracts. Distribute Pop-Up / Revised BEOs to all departments. Put together a Pre-Conference packet / Booklet for clients when needed. Assist with Bid binders (when required). Manage department checkbook and expenses. Coordinate with finance on overall budget and expenses. Performs other job-related duties as assigned. REQUIRED SKILLS AND ABILITIES: High school diploma or equivalent preferred. Related experience is preferred but not required. Must be 18 years of age or older. Must have the ability to communicate in English. Must have a self-starting personality with an even disposition. Must be willing to "pitch-in" and help co-workers with their job duties. Must be a team player. Must have strong computer/technology skills. Must have strong presentation skills. Must have excellent organizational skills with extreme attention to details. Must be customer service oriented. Must be able to pass a background check. Must be able to maintain professional status through interface with customers, management, and co-workers. Must be able to work flexible schedules, including but not limited to extended hours, irregular shifts, evenings, holidays, and/or weekends. Physical Demands:
While performing the duties of this job, the employee regularly is required to stand and walk for extended periods; use hands to handle, or feel; reach with hands and arms; and talk or hear. The employee occasionally is required to sit; and stoop, kneel, crouch, or crawl and lift more than 25lbs. Physical stamina and a proper mental attitude to work under pressure at a fast pace are essential. Must have the mental fortitude to handle the pressures of multiple tasks while providing excellent guest service. Work Environment:
The duties of this position are primarily performed in indoor climate conditions. PERFORMANCE STANDARDS:
Customer Satisfaction: Serve as a guest relations ambassador, delivering exceptional service every moment of the day. Exhibit professionalism, courtesy, and respect towards guests and associates under all circumstances. Strive to create memorable guest experiences, maintaining Shangri-La's high service standards. Work Habits:
Follow established work procedures and policies, maintaining punctuality and reliable attendance. Adapt to changes in the work environment with a positive attitude. Approach problem-solving proactively, seeking assistance when needed and continuously improving skills. Safety & Security:
Adhere to Shangri-La's safety and security policies, including key controls and proper handling of chemicals. Exercise care when lifting heavy objects and promptly report any safety concerns or hazards. Ensure compliance with emergency procedures to maintain a secure environment for guests and associates. ADDITIONAL INFORMATION:
This job description provides an overview of the key responsibilities and expectations for the Executive Assistant. It is not an exhaustive list of duties. Additional job-related tasks may be assigned as needed.
Must be able to pass a background check.
JOB
OVERVIEW
:
The Executive Assistant position reports to the Director of Sales but supports the entire sales, marketing, and catering department. The position has a variety of duties, the two most important are to drive client satisfaction and resort revenue. The position requires a cheerful disposition as it works with clients and many departments within the resort.
REPORTS
TO
:
Director of Sales, Marketing, & Membership ESSENTIAL JOB FUNCTIONS:
Developing contracts based on information provided by the sales team. Contract follow-up and documentation tracking (ie. Credit cards, deposits, rooming lists, golf pairings, restaurant reservations, and Banquet Event Order (BEOs) signatures). Update and develop Marketing Calendar. Phone back-up / messages. Pull reports. Tradeshow preparation (collateral stocked, package preparation, giveaway ordering). Printing the 10-day BEO packages for catering manager. Ensure customer files are on-line for accounting (contracts / BEOs/ shred credit card information). Work with sales and catering on special event reservations and deposits. Keep activities lists up to date. Additional ad hoc activities as identified. Create and send out band and other miscellaneous contracts. Distribute Pop-Up / Revised BEOs to all departments. Put together a Pre-Conference packet / Booklet for clients when needed. Assist with Bid binders (when required). Manage department checkbook and expenses. Coordinate with finance on overall budget and expenses. Performs other job-related duties as assigned. REQUIRED SKILLS AND ABILITIES: High school diploma or equivalent preferred. Related experience is preferred but not required. Must be 18 years of age or older. Must have the ability to communicate in English. Must have a self-starting personality with an even disposition. Must be willing to "pitch-in" and help co-workers with their job duties. Must be a team player. Must have strong computer/technology skills. Must have strong presentation skills. Must have excellent organizational skills with extreme attention to details. Must be customer service oriented. Must be able to pass a background check. Must be able to maintain professional status through interface with customers, management, and co-workers. Must be able to work flexible schedules, including but not limited to extended hours, irregular shifts, evenings, holidays, and/or weekends. Physical Demands:
While performing the duties of this job, the employee regularly is required to stand and walk for extended periods; use hands to handle, or feel; reach with hands and arms; and talk or hear. The employee occasionally is required to sit; and stoop, kneel, crouch, or crawl and lift more than 25lbs. Physical stamina and a proper mental attitude to work under pressure at a fast pace are essential. Must have the mental fortitude to handle the pressures of multiple tasks while providing excellent guest service. Work Environment:
The duties of this position are primarily performed in indoor climate conditions. PERFORMANCE STANDARDS:
Customer Satisfaction: Serve as a guest relations ambassador, delivering exceptional service every moment of the day. Exhibit professionalism, courtesy, and respect towards guests and associates under all circumstances. Strive to create memorable guest experiences, maintaining Shangri-La's high service standards. Work Habits:
Follow established work procedures and policies, maintaining punctuality and reliable attendance. Adapt to changes in the work environment with a positive attitude. Approach problem-solving proactively, seeking assistance when needed and continuously improving skills. Safety & Security:
Adhere to Shangri-La's safety and security policies, including key controls and proper handling of chemicals. Exercise care when lifting heavy objects and promptly report any safety concerns or hazards. Ensure compliance with emergency procedures to maintain a secure environment for guests and associates. ADDITIONAL INFORMATION:
This job description provides an overview of the key responsibilities and expectations for the Executive Assistant. It is not an exhaustive list of duties. Additional job-related tasks may be assigned as needed.
Must be able to pass a background check.