Event Admin

6 days ago

Dallas, Texas, United States Thompson Hotels Full time $40,000 - $60,000 per year

Organization- Thompson Dallas
Summary
Thompson Dallas is seeking a highly organized and detail-oriented Event Admin to support our dynamic Sales & Events team. This role is responsible for managing a wide range of administrative tasks that ensure the efficiency and success of the department's day-to-day operations. The ideal candidate thrives in a fast-paced, luxury hospitality environment, is skilled in multitasking, and brings a polished, professional demeanor to all internal and external communications. While not event-facing, this role plays a crucial behind-the-scenes part in the coordination, documentation, and execution of exceptional guest experiences.

Key Responsibilities:
Administrative Support

  • Answer and direct calls for the Sales & Events team, taking detailed and accurate messages
  • Schedule and coordinate meetings, appointments, team travel, and internal communications
  • Maintain organized digital and physical filing systems for event documentation and team operations
  • Process reservations, World of Hyatt point redemptions, and guest amenities as needed
  • Prepare office supply orders and maintain a tidy, professional office environment
  • Assist in preparing donation certificates and supporting internal hotel events as needed
  • Coordinate internal maintenance requests for the Sales & Events office space

Sales & Event Coordination Support

  • Input and maintain event data for all event types (inquiries, tentative and definite bookings)
  • Support the creation and distribution of Event Orders (EOs), floor plans, and event signage
  • Maintain accurate records of client correspondence, proposals, invoices, and payments
  • Update internal teams with event details and changes, including guest counts and setups
  • Assist in preparing printed menus and signage as needed
  • Provide occasional support for site tours, client gifting, and on-site event needs

Financial & Reporting Support

  • Process and track event deposits using Envision and communicate with Accounting as needed
  • Update event files with financial details and assist with clarifications and adjustments
  • Prepare and track team expense reports and support internal billing processes

Internal Communication & Operations

  • Attend weekly meetings as needed to communicate updates and event details
  • Interface with internal departments to ensure alignment across teams
  • Collaborate with Sales Admin and Event Managers to streamline internal processes and event prep

View our Virtual Reality Experience to spend a 'day in the life' of a hospitality professional at a full-service hotel.

Qualifications

  • 1–2 years of administrative experience, preferably in hospitality, events, or a fast-paced office setting
  • Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
  • Strong organizational & time management skills, with the ability to prioritize and attention to detail are critical for success in this role.
  • Polished verbal and written communications, with the ability to provide a warm and engaging presence when assisting Guests & Clients in person, by email and by phone.
  • Professional appearance and demeanor with strong interpersonal skills
  • Ability to manage multiple tasks with changing priorities
  • Familiarity with hospitality software platforms (Opera, Social Tables, Envision) is a plus, Ability to quickly learn and master new software programs is critical.
  • Weekends and Holidays may be required, determined by business needs.

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