Event Sales & Services Assistant

Summary of Responsibilities: Reporting to the Director of Event Services & Sales, responsibilities and essential job functions include, but are not limited to, the following: • Provide administrative support to the Event Services & Sales department through the preparation of correspondence and event documentation, maintenance of filing and tracking systems, and completion of routine departmental administrative tasks. • Order & upkeep of office supplies & collateral inventory for events office • Ensure Banquet Menus, across all platforms both online and internally are updated • Work directly with accounts to support timely & accurate deposit collection and file turnover • Provide telephone and message support for the department and respond to inquiries in a timely manner • Serve as the primary administrative contact for internal hotel meetings and events, coordinating communication and documentation among departments. • Initiate the Event Services booking process by creating account bookings, establishing departmental files and generating timely notifications as it pertains to all types of guest and client inquiries • Assist the Events Team with the preparation of contracts & proposals • Management of amenities and vip requests for all groups • Coordinate transportation, floral arrangements, entertainment, and related vendor invoices for group events. • Extend site inspections and walk-in client queries as required • Respond to client inquiries and coordinate routine group program details in the absence of the assigned Event Sales & Services Manager, escalating complex issues as appropriate. • Managing the design and printing of custom projects including but not limited to – menus for weddings and events; event diagrams and seating floorplans • Ensure Health & Safety standards are complied with at all times, as well as, adherence to our Sustainability Partnership Program initiatives • Maintain integrity of OSEM database, Fairmont’s sales force tool • Assist with weekly business forecasts by compiling and entering departmental data to support labor planning. • Other duties as requested by the Director of Event Sales & Services Qualifications: • Previous administrative experience is required, experience in hotel sales or catering environment is preferred • Strong computer literacy with MS Office programs (Excel, Word, PowerPoint, Outlook) is required • High energy with exceptional organization, interpersonal and communication skills, both written and verbal • Must be a creative and effective person, possessing a high degree of professionalism both in appearance and telephone manner • Must be able to work independently and maintain a positive attitude within a very busy environment • Must be a proven team player who is motivated and can take initiative • Ability to multitask and take directions from numerous sources • Highly responsible and reliable • Must be flexible in availability as long hours, evening and weekend work may be required depending on business levels • Diploma or Bachelor's degree in Hospitality Management, Business Administration, or related field, or an equivalent combination of education and hospitality experience is an asset • Opera knowledge an asset • Physical Aspects of Position (include but are not limited to):Sitting 6-8 hours a day.Light Activity.occasional walking throughout the hotellifting up to 20 lbs (office supplies, event materials)prolonged computer useoccasional setup of meeting materials