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 hotel - lifting up to 20 lbs (office supplies, event materials) - prolonged computer use - occasional setup of meeting materials