Sales Executive Assistant & Coordinator

Reports: Executive Director of Hotel Sales & Marketing

Location: Hilton Garden Inn Winchester

Position Summary: The Sales Executive Assistant & Coordinator provides comprehensive administrative, operational, and sales support to the Executive Director of Hotel Sales & Marketing. This role supports group and event sales coordination, reporting, training initiatives, audit preparation, and proactive business development efforts while ensuring seamless communication across departments.

Essential Duties and Responsibilities 

Sales Coordination

• Update and finalize Banquet Event Orders (BEOs).
• Communicate with event and group contacts regarding cut-off dates, guest counts, and outstanding details.
• Confirm group room night counts using PMS for commissions and partner rewards.
• Submit necessary documentation of folios for commissions and rewards.
• Process Event and Group related partner rewards in hotel system.
• Prepare and distribute weekly Event and Group Packets to Hotel Department Managers.
• Maintain accurate client communication records in ReServe CRM.
• Provide on-site “Red Carpet” services for event planners and groups as appropriate.

Sales & Business Development Support

• Proactively engage in selling efforts to corporate event and group prospects, supporting revenue growth initiatives.
• Participate in local promotional events (Bridal Shows, Business Expos, Tourism Events, etc.).
• Assist with lead management, follow-up, and coordination with sales team members.
• Prepare sales proposals, presentations, client-facing materials, and internal training documentation.

Reporting & Analytics

• Run brand-specific reports on sales performance and forecasting as directed.
• Maintain accuracy of CRM, sales databases, and reporting tools.

Sales Audits & Compliance

• Assist with hotel sales audits and brand compliance reviews.
• Compile audit documentation, reports, and follow-up action plans.

Executive & Administrative Support

• Manage the Executive Director’s calendar, including scheduling virtual and in-person meetings.
• Prepare meeting agendas, presentations, reports, and follow-up documentation.
• Serve as liaison between the Executive Director and internal departments.
• Support sales-related projects as assigned.

Training & Project Support

• Assist with sales-related projects as assigned.
• Create and maintain training materials, SOPs, and internal documentation.

Knowledge, Skills, and Requirements

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to handle difficult or emotional customer situations professionally.
• Strong attention to detail.
• Ability to prioritize tasks and meet deadlines under pressure.
• Ability to work independently and exercise sound judgment with minimal supervision.
• Ability to produce high-quality, error-free work.
• Collaborative team mindset with a positive attitude.