Relax and recharge at Loews Ventana Canyon Resort, a top choice among Arizona luxury resorts. Whether you explore the best of Tucson or enjoy the stunning Catalina Mountain range, you can consider us your desert oasis. Welcome to a Sonoran Escape for the Senses.

The Administrative Assistant assists Sales Managers, Catering Managers and/or Conference Managers in providing world-class contracting, preparation, coordination and servicing of Hotel Customer base.  Administers proposals, contracts and written correspondence in conjunction with Sales/Catering Team  to communicate contractual information, event details and changes in conference programs to appropriate hotel operating departments and partnering teams.

Duties and Essential Functions

• Ability to juggle multiple tasks & projects with superb accuracy in a fast paced environment

• Strong administrative skills and attention to detail

• Exceptional customer service skills, over the phone and in person, with customers and internal departments

• Ability to manage different personalities, work styles and needs

• Write (or review) and distribute emails, correspondence memos, letters and customer specific communications as requested

• Assist in the preparation of regularly scheduled reports

• Assist with return phone calls. Qualify leads with additional details.  Help clients with details on upcoming groups

• Coordinate reservations and amenities for Managers. Ensure room is ready and amenity delivered prior to arrival

• Assist with special project tasks, including mailings, sales blitz lists and other sales related activities

• Prepare contracts for Sales and Catering Managers; merge, alter and distribute for a tentative booking

• Assemble proposals and regret correspondence for Sales and Catering Managers

• Create Post Convention Reports, merge corresponding thank you letters

• Conduct Site Visit Tours as needed for Sales and Catering clients

• Send first contact template response to Catering inquiries with basic hotel information

• Assist in managing execution of small one-day meetings or rooms only programs

• Work directly with Operations/Restaurant to help coordinate the handling of functions

• Communicate with Catering and Conference events to inform cut off dates, review pickup reports for straight-line availability

• Assist with event execution including walking meeting rooms to ensure set is accurate, greeting meeting planners in meeting rooms on event days, and communicating requests to appropriate department for execution

• Other duties as assigned