Hospitality Executive Assistant

Job Description for the Danville Hotel Collection – The Bee, The Holbrook, and The Laurel Position Overview

The HospitalityExecutive Assistant provides essential support to the Regional General Manager and plays a central role in driving the sales efforts of the Danville Hotel Collection. This hybrid position blends administrative tasks with a strong focus on sales coordination, group business, event logistics, and guest experience. Highly detail-oriented, organized, and people-focused, this role serves as a liaison between hotel leadership, clients, staff, and guests. In addition to supporting daily operations, the coordinator oversees sales quotes, generates all contracts, group blocks, planning logistics, and on-site event execution to ensure seamless service across all three hotels.Key ResponsibilitiesSales Coordination & Revenue Support

• Prepare and deliver sales quotes for groups, events, and corporate clients with assistance from Regional GM for rates and pricing. 

• Draft, update, and manage group, event, and LNR (Local Negotiated Rate) contracts.

• Track all sales-related progress, deadlines, deliverables, and client requirements.

• Enter rooming lists into Mews, monitor and enforce cutoff dates, and create/provide client booking links and updates. 

• Upload and maintain all group, event, and corporate details in Mews and Event Temple.

• Create and distribute group resumes weekly to ensure hotel teams are fully prepared.

• Conduct hotel tours for event planners, potential clients, and business partners.

• Provide event planning support, coordinating with internal F&B, Ops, and vendors as needed.

• Serve as the on-site event coordinator during high profile corporate events, social functions, and group stays. Serve as rooftop attendant as needed. 

• Assist with planning and executing rooftop events, Patton Lobby events, and hotel activations (including ABC license and future F&B expansions).

• Assist with presentations, reports, and meeting materials for managers and ownership.

• Provide clerical and scheduling support for hotel leadership (meetings, calendars, agendas, minutes).

• Manage internal communications, including updating team boards, distributing memos, and ensuring staff are informed of events, policies, and initiatives.

• Assist with ordering, inventory, and supplies for operations and events.

• Maintain organized filing systems for records, vendor contracts, sales documentation, and hotel files.

• Support guest-facing initiatives, including VIP arrivals, business travelers, group blocks, and special requests, and assist with front desk, housekeeping, and operations as needed. 

• Coordinate with front desk, housekeeping, and F&B teams to track and fulfill group and guest needs.

• Assist in responding to guest inquiries or complaints from the front desk agents via email or phone. 

• Assist in preparing onboarding materials, training documents, and orientation schedules.

• Assist with attendance tracking and HR documentation.

• Support employee recognition programs, engagement activities, and Lunch & Learns.

Qualifications 

• Minimum 1 year of sales or administrative experience required

• Prior experience leading team members preferred

• Strong communication, organization, and problem-solving skills

• High attention to detail and reliability

• Flexible availability including weekends, holidays, and varied shifts

• Comfortable working in a fast-paced, service-focused environment