Sales Administrative Assistant

Date:  Aug 12, 2019
Property:  FASHION ISLAND HOTEL (0015)

Newport Beach, CA, 92660

Division:  Fashion Island Hotel (FIH)
Req ID:  29506

Position Summary:


Performs a broad range of duties for an executive or executive team, as assigned. Responsible for scheduling and preparing agenda for regular and special meetings, for securing requested information and for compiling various reports. Manages appointment requests and maintains assigned calendars. Handles telephone calls, routing them to others or dealing with them directly, as appropriate; arranges conference calls and related meeting room set-up. Prepares a variety of communications including emails, memos, meeting agendas and meeting minutes. Processes expense reports and approve invoices. Monitors budgets for the expense and office supply spending.

Job Duties:


  • Provide administrative support and coordination on projects as assigned. 
  • Coordinate and schedule meetings, maintain calendars and answer calls as assigned. Distribute and track documents, ensure proper routing/approvals, and deliver or file when finalized. 
  • Audit and prepare expense reports and check requests and route for approval. 
  • Prepare presentations, meeting agendas, letters, and other written communications. Administer, organize and maintain project files, hard copy and electronically. 
  • Facilitate in setting up conference calls (e.g., video, or telephone, or other electronic variations) and arranging all necessary meeting supplies (i.e. meeting agenda, exhibits, and lunch orders). 
  • May book travel as needed. Attend project meetings and prepare meeting minutes as needed. 
  • Perform other related duties as assigned.


Minimum Qualifications / Other Expectations:
  • Excellent reading, writing and oral proficiency in the English language.
  • Bachelors degree preferred.
  • Must have well developed interpersonal skills with the ability to establish highly functional relationships with diverse personalities within and outside of the company.
  • Project a professional image and demeanor.
  • Must be able to type a minimum of 40 WPM.
  • Previous administrative, hotel and/or related experience required.
  • Knowledge of Sales and /or Catering functions preferred.
  • Working knowledge of Windows XP, MS Office Suite; Google Suite OPERA, Novell Operating System preferred.

About Us:
Fashion Island Hotel (a part of Irvine Company’s Coastal Collection) is located in the heart of Newport Beach and is an oasis of premium coastal luxury - with a pulse.

With stunning city and harbor views, impeccably designed guest rooms and suites, more than 23,000 feet of event space including the largest ballroom in Newport Beach and much more - Fashion Island Hotel is in the center of it all.

Our employee community is comprised of hard-working, dedicated hospitality professionals who deliver genuine, personalized service that stays with guests long after they’ve left. It’s an environment populated with talented, passionate and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.

The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Nearest Major Market: Orange County
Nearest Secondary Market: Los Angeles

Job Segment: Secretary, Sales Support, Outside Sales, Administrative Assistant, Administrative, Sales

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