Event Administrator Jobs

EVENT ADMINISTRATOR

Alyeska resort is a 300+ room resort nestled in the Mountains of Girdwood, Alaska located 45 minutes south of Anchorage. The Event Administrator will report directly to the Director of Events and is an important role, often working behind the scenes, focusing on the necessary day to day administrative duties that will support the operation of our Resort Event business. You will be the first point of contact for the Sales & Events office. You will be responsible for responding to and qualifying all incoming calls through various channels and assigning to the appropriate manager for follow-up. You will provide on-site support for activities such as site inspections, event management, organizing FAM tours, tour groups and general office administration. You will have superior communication skills and the ability to build rapport with all operating departments throughout the hotel. Attending and reporting on all communication meetings inclusive of both Resume and BEO will be required at times. Other duties will include; responding to special requests, preparing and executing amenities, managing day use and internal meetings.

You are self-motivated and self-managed, but thrive in a collaborative environment. No two days in this position will ever be the same. We are looking for an individual who is adaptable, maintains composure, thrives under pressure and has exemplary time management skills with the ability to prioritize.

Preference will be given to individuals with previous experience in hotel operations. Working knowledge of OPERA, Ideas and Microsoft Office will be considered an asset. We commit to giving you the training, tools, support and feedback required to be successful; achieving excellence is up to you.

Key Focuses

• Monitor and maintain the Sales & Tour inboxes in conjunction with the Sales & Tour Administrators.
• Introduce and recommend preferred vendors for event services, including: florists, décor, set-up and day of coordination professionals, lighting and DJ services, event rental companies.
• Daily update of Group GRC.
• Maintain and improve existing filing systems to ensure relevant and accurate collateral are accessible.
• Review all upcoming events, ensuring files have appropriate.
• Prepare and distribute group resumes when required.
• Manage internal meeting space bookings.
• Co-ordinate logistics for Tastings to ensure that all parties receive date, time, location and other pertinent details prior to arrival.
• Manage incoming leads; build opportunities when appropriate.
• Utilize Social tables to prepare seating sharts and floorplans for Event Managers as required.
• End of Day duties including: event order distribution, log of change and daily event listings.
• Run and distributie weekly reports as needed.
• Managing blocks in Opera Systems: entering blocks, rooming lists and balancing of room inventories.
• Attend daily sales standup meetings and weekly operations meetings as necessary.
• Managing actualization of group blocks after departure.
• Assisting with reservations and meal requests; preparing food & beverage event orders when necessary.
• Respond to client inquiries within 3 hours and provide necessary follow up within 48 hours.
• Assist with organizing Sites; create FAM/Site notices, sales kits & gifts.
• Develop knowledge of market trends, competition and customers.
• Prepare welcome packages, guest communicaiton letters and amenities when required.
• Assist with reports, competitive analysis, and marketing material updates including packages and collateral.
• Build partnerships and rapport with key leadership and employees with the end goal of delivering a seamless guest experience.
• Manage Day Use bookings and inquiries in conjunciton with Event Managers.
• Resolve guest complaints when necessary.
• Maintain solid and open communication with all the operating departments.
• Other duties as assigned.
• Field incoming calls and distribute to the appropriate person - ensure follow through on communication.
• Enter, review and edit rooming lists where neccesarry.
• Attend weekly BEO & agenda meetings as required.
• Assist clients with upgrades that enhance the experience of their guests.

Working Conditions/Physical Demands

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical demands: While performing the duties of the job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms: talk or hear; and taste or smell. The employee frequently is required to stoop, kneel, or crouch. The employee must regularly lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, peripheral vision, color vision, depth perception, and ability to adjust focus. Employee may be required to pass a functional capacity test developed for this job.

As the Event Administrator you will spend most of your time working business hours Monday to Friday. However, you may also experience long days and/or weekends to meet occasional upturns in business demands or meet deadlines. This role is based on property Girdwood, Alaska and some travel may be required. This position is set in a fast-paced environment, with high levels of interaction with both internal and external stakeholders.

Experience/Passions/Education

• Bachelor's degree from four year college or university; or related experience and/or training; or equivalent combination of education and experience.
• Ability to multi-task, produce accurate work against hard deadlines.
• Ability to effectively present information and respond to questions.
• Excellent verbal and written communication skills are required.
• Prior hotel sales, operations or catering experience strongly preferred Must be PC proficient (Microsoft Office) and able to prepare reports as assigned.
• Knowledge of Opera account management software preferred.