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Executive Meetings Assistant

posted June 11, 2019

DoubleTree by Hilton Nashua
Nashua, NH
Exciting opportunity at a newly renovated hotel! We are seeking an Executive Meetings Assistant that will enthusiastically work to ensure that the meeting/catering needs of all groups are satisfied for this great new hotel.
709945 l

About This Job

Who this job will appeal to

The Executive Meetings Assistant is responsible for supporting the General Manager, Director of Sales and Marketing, and Sales Managers to ensure the sales of group business. Property responsibilities include but are not limited to all activities associated with the administrative support of the sales office.  Responsibilities include assisting Group Sales Managers in all aspects of site tour pre planning as requested, creating proposals, contracts and client communications.  Additionally, the answering of phones and qualifying business for proper distribution to the appropriate sales manager is expected.  The position must be proficient in the use of computer systems and have a proficient knowledge of various Microsoft office products.  This position serves as a first point of contact for future potential business of the Hotel and is expected to represent the Hotel professionally in their interaction with potential customers. The position requires a thorough understanding of direct sales, account deployment, and the distribution channels related to group room sales. Must be able to multi-task, problem solve, manage administrative expectations and be flexible and adaptable to differing situations.  Due to the intensity of interaction, excellent inter-personal skills are a must.  

What you will be doing

  • The answering of the general sales line and the qualifying of inquiry phone calls for proper distribution to the correct sales manager for follow-up
  • The creation of written correspondence to customers
  • Creating proposals and contracts to be sent by Sales Managers when requested
  • Maintain continuous communication with the Group Sales Managers as it relates to accurate follow-up and closure of the business
  • Perform general office duties and assist other personnel, as requested
  • Maintain a positive working relationship with departments interacting with in-house groups
  • Stay abreast of industry trends and make recommendations of changes which would affect operations
  • Familiar with legality of contractual agreements and actively participate in ongoing training opportunities
  • Must be able to effectively deal with internal & external guests, some of whom will require levels of patience, tact and diplomacy to defuse anger, collect factual information and resolve conflict
  • Able to analyze resource reports through Delphi, Hoovers, Dow Jones, Knowland Group etc
  • Must be able to support multiple Sales Managers in their efforts to close business
  • Must be able to communicate verbally and in writing in English and prepare dynamic proposals
  • Provide hands on support during peak business times
  • Attends department and other property meetings as required.
  • Social Media Champion for property
  • Produces weekly and monthly reports as requested (upcoming events, daily changes, BEO, Group Resume, Group & Catering Pace, Group Pickup)
  • Review contract turnover process to ensure advance deposits and house accounts are created prior to turnover
  • Enters final group pickup for each event
  • Handles all in-house meetings and events to ensure proper coding and revenues are not calculated
  • Submits Hilton Honors points for all applicable events
  • Updates reader boards daily for events
  • Keeps track of inventory of sales collateral and giveaway items; orders as needed and approved
  • Updates and distributes internal phone list as necessary

The ideal candidate for this position

  • Associates (A.A.) degree in business related field; or one to two years related hospitality sales experience and/or training; or equivalent combination of education and experience. 
  • Must have developed language skills to the point to be able to: read, analyze, communicate, interpret and present general business and sales documents, financial reports and business correspondence
  • Basic mathematical skills, analytical ability, attention to detail and organizational skills
  • Familiar with basic principles of customer service; Displays a professional sense of urgency when communicating and interacting with customers, coworkers, and the public in a way that exceeds the customer’s wants and needs.  Identifies opportunities to improve and deliver additional value to customer’s experience
  • Actively listens to customers, coworkers, and the public. Works to problem solve through effective communication. 
  • Shares the company vision, and relates company strategy to the associate’s daily work. Positively communicates goals.  Clearly and consistently inspires associates to achieve the highest standards and results. 


  • Medical/Dental/Life insurance
  • Short term disability 
  • PTO
  • 401K
  • Hotel discounts

About This Employer

DoubleTree by Hilton Nashua

2 Somerset Parkway
Nashua, NH 03063

(603) 886-1200

230 Room Hotel

At A Glance

Discover the beauty of New Hampshire from our DoubleTree by Hilton Nashua hotel. Tucked away off the Everett Turnpike, our Nashua hotel offers a quiet retreat just minutes from the quaint, tree-lined streets of historic downtown. We are also just 20 minutes from Manchester Airport. Take advantage of our complimentary shuttle for transportation to and from the airport as well as nearby popular attractions.

Our exemplary service starts with a warm DoubleTree chocolate chip cookie at check-in. Settle into a guest room featuring a 49-inch HDTV, mini-fridge, coffeemaker and laptop-sized safe. Work at the desk with ergonomic chair, and stay connected with complimentary WiFi. Upgrade to a suite for extra space and special amenities such as a bathrobe and slippers.

Enjoy a warm bowl of chowder or juicy burger at Speakers Pub featuring lite fare as well as signature martinis, wines and local brews. Speakers Corner Restaurant offers casual dining for breakfast, lunch and dinner and room service is available daily 6:30am – 10:00pm. Start your day with a refreshing swim in our indoor pool or get an invigorating workout in our fitness center. Unwind with a trip to our spa or go for a stroll around the duck pond.

Host your special event or conference in one of our 16 flexible event rooms. From an executive boardroom to a grand ballroom, we can accommodate any event up to 450 guests. Our planning, catering and A/V staff will help ensure your event is a success.