Event Planning & Marketing Assistant

Hilton Sandestin Beach prides itself on providing each guest with the very best service. To do this we must attract and retain only the very best team members to join us on our very special and singular journey. While our guests are the lifeblood of our business our team members are the heart and soul that allows our hotel to thrive. Working with Hilton Sandestin Beach means working with a group of leaders committed to your success and your future.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Free daily meal service (lunch or dinner)
• Health insurance
• Paid sick time
• Paid time off
• Vision insurance

Essential Functions:

• Promptly answer telephone calls following Hilton standards using clear and positive English communication. Communicate information accurately to the appropriate manager and disseminate information and facts to relevant accounts and concerned departments.
• Create Intro Letters Assignment Logs Event Posting Sheets Banquet Sales Spread sheets and Banquet Adjustment Requests as directed by management. Assist with Media Itineraries Community Partnership Contracts and other Marketing Documents as they arise. High degree of accuracy and good knowledge of English language a must as is honed secretarial skills.
• Distribution of memos to include Daily Events Change Logs VIP lists Definite Arrival Reports Banquet Event Orders Group Resumes Marketing VIPs and VIP amenity forms to relevant departments throughout the hotel.
• Copy Scan and FAX necessary documentation for clients and hotel use.
• Politely converse with clients to handle and avoid confrontations. Respond to inquiries with accurate information and record in all relevant files. Promptly respond to request for information on hotel facilities and menus.
• Listen and extend assistance in order to resolve problems such as price conflicts menu description banquet facilities guarantees when required. Remain calm and alert especially during emergency situations and heavy hotel activity. Plan and implement detailed steps by using experienced judgment and discretion.
• Maintain accurate records for accounting team regarding expense reports time off request sheets and agency bills/community partnership agreements. Monitor and order necessary office supplies for both departments. Maintain filing system in accordance with company standards. Accurately log pertinent account information in files dropbox and Delphi. Maintain necessary copies of contracts and correspondence in orderly and accurate manner. Maintain current files and contracts for 5 years in accordance with Hilton minimum standards.

Supportive Functions:

In addition to performance of the essential functions this position may be required to perform a combination of the following supportive functions with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the hotel.

• Conducts tours of ballrooms and meet with clients as needed.
• Pass on incoming information and messages to clients when in-house.
• Purchase gifts for hotel clients as directed; deliver packages and faxes.
• Assist other departments as directed by management. For example fill-in for secretaries on leave in other departments.

Specific Job Knowledge Skill and Ability:

The individual must possess the following knowledge skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job with or without reasonable accommodation using some other combination of skills and abilities.

• Ability to effectively deal with internal and external customers.
• Basic knowledge of mathematics and calculator skills to prepare mathematical calculations without error.
• Ability to communicate effectively both verbally and in writing in order to interact with vendors and department heads.
• Delphi preferred

Experience:

• Hotel or other office hospitality experience preferred. Computer skills necessary.

Licenses or certificates:

• No special licenses required

Other:

Due to the seasonal and business nature of the hospitality industry employees may be required to work varying schedules and hours to reflect the staffing needs of the hotel.

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws.