Sales and Marketing Executive Administrator - The Langham, Chicago

PRIMARY OBJECTIVE OF POSITION:

The Sales and Marketing Executive Administrator will primarily be responsible for providing administrative and logistical support to senior leadership within the Sales & Marketing department, including the Director of Sales & Marketing, Director of Sales, Assistant Director of Sales, Director of Entertainment, Director of Catering, and Director of Conference Services. This role will also serve as the central administrative resource for the department, ensuring seamless daily operations, efficient communication, and organizational excellence across all Sales & Marketing functions.

RESPONSIBILITIES AND JOB DUTIES:

Administrative and Executive Support

• Provide administrative support to senior Sales & Marketing leadership.
• Manage incoming and outgoing communications, including phone calls and emails, with professionalism and efficiency.
• Coordinate calendars and schedule meetings, including daily team meetings and leadership engagements.
• Maintain accurate, organized, and confidential records, files, and documentation.
• Prepare reports and departmental documentation, including expense reports, banquet forecasts, and 21-day catering reports.

Sales & Marketing Operations

• Monitor and manage sales and catering inquiry portals, ensuring timely review and assignment to the appropriate team members.
• Coordinate group-related business logistics, including proposals, contracts, menu cards, parking vouchers, and welcome amenities.
• Create and manage individual reservations for VIP guests as requested by senior leadership.
• Serve as the subject matter expert for departmental software systems (e.g., Delphi, Shiji, Microsoft Office).

Office Management and Coordination

• Oversee day-to-day operations of the Sales & Marketing office to maintain an organized and efficient work environment.
• Monitor inventory and maintain adequate office supplies.
• Manage correspondence distribution, including emails, phone calls, and physical mail.
• Assist with onboarding new team members and coordinate training sessions.
• Collaborate cross-functionally with internal departments to ensure smooth execution of operations and events.

Leadership and Team Support

• Provide oversight and support Sales and Marketing Coordinators, ensuring daily tasks are performed in alignment with hotel and company standards.
• Promote consistency, efficiency, and professionalism across administrative workflows.

EXPERIENCE REQUIRED:

• Previous experience as a seasoned Sales and Catering Coordinator in an upscale or luxury hotel preferred. 
• Experience providing oversight in a multi-segmented work environment. 
• First-hand knowledge of sales and catering workflows and sales-related systems. 
• Excellent organizational skills, attention to detail and the ability to work under tight deadlines.

SPECIAL SKILLS REQUIRED:

• Ability to effectively deal with internal and external clients
• Highly skilled at Microsoft Word and Excel
• Thorough organization and time management skills to complete tasks efficiently and timely.
• Ability to listen effectively, to speak and write English clearly.
• Excellent knowledge of English grammar and spelling
• Accurate typing skills at 50 words or more per minute.

PHYSICAL DEMANDS:

Sitting occurs approximately 50% of the time, may sit up to 5 hours a day. 50% of tasks are performed from a non-seated position.  These tasks may include touring the hotel and traveling to and from meetings.  These and other tasks require sitting, standing, walking, lifting, reaching, pushing, pulling and grasping. Length of time of these tasks may vary from day to day and task to task.

EDUCATION REQUIRED:

High school diploma or equivalent required.

LICENSES OR CERTIFICATES: