The Bee Hotel
Hospitality Executive Assistant
Job Description for the Danville Hotel Collection – The Bee, The Holbrook, and The Laurel
Position Overview 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.
Key Responsibilities
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.
Administrative Support
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.
Hospitality & Guest Relations
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.
Human Resources & Training
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.
Qualifications
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
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Position Overview 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.
Key Responsibilities
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.
Administrative Support
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.
Hospitality & Guest Relations
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.
Human Resources & Training
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.
Qualifications
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
#J-18808-Ljbffr