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Immerse yourself in old and new Nashville at Loews Vanderbilt Hotel - your stage for exploring the vibrant city we call home. Located minutes away from some of the city's most renowned attractions, Nashville is never short on things to see and do. Welcome to our kind of Southern Hospitality. Loews Nashville Hotel at Vanderbilt Plaza is proud to announce we've been named to the 2025 Top Workplaces list! If you're looking for a work environment that is genuinely Nashville, and soulfully inspired the Loews Nashville Hotel at Vanderbilt Plaza on West End is the perfect place for you! Join our family of team members to be a part of a dynamic work culture and enjoy these amazing at work perks:
Competitive wages Paid vacation after 6 months of employment Paid sick time and holiday pay Health & well-being benefits after 60 days of employment 401(k) with employer matching Free onsite parking and discounted bus passes Complimentary meals Discounted hotel stays Career development programs and tuition reimbursement Community volunteer opportunities
The Administrative Assistant, Sales & Executive Office is responsible for all aspects of the day-to-day administration of the Sales & Marketing Team and Executive Office. This role will assist Sales Managers, Director of Sales & Marketing and Area Director of Public Relations in providing world-class contracting, preparation, coordination and servicing of the hotel customer base, in addition to, performing a range of administrative support for the General Manager. Duties and Essential Functions
Ability to juggle multiple tasks & projects with superb accuracy in a fast-paced environment. Strong administrative skills and attention to detail. Exceptional customer service skills, over the phone and in person, with customers and internal departments. Ability to manage different personalities, work styles and needs. Write (or review) and distribute emails, correspondence memos, letters and customer specific communications as requested. Resolves administrative problems by coordinating preparation of reports, preparing correspondence and providing research as needed. Maintains day to day operation of the Sales & Executive Office by managing schedules, coordinating visitors' arrival, assisting with office calls and distributing office communications and mail. Administers proposals, contracts and written correspondence to communicate contractual information, event details and changes in conference programs to appropriate hotel operating departments and partnering teams. Assist with return phone calls, qualifying leads with additional details and helps clients with details on upcoming groups. Coordinates, expedites and monitors reservations and the delivery of amenities and services throughout the hotel for each and every hotel-designated VIP guest.Ensures room is ready and amenity delivered prior to arrival. Liaison between all hotel VIP guests and each department, facilitating communication and teamwork to exceed guest expectations. Assist with special project tasks, including mailings, sales blitz lists and other sales related activities. Prepare contracts for Sales Managers; merge, alter and distribute for a tentative booking. Assemble proposals and regret correspondence for Sales Managers. Create Post Convention Reports, merge corresponding thank you letters. Conduct Site Visit Tours as needed for Sales clients. Send first contact template response inquiries with basic hotel information. Assist in managing execution of small one-day meetings or rooms only programs. Work directly with Operations/Restaurant to help coordinate the handling of functions. Collaborates with Director of Sales & Marketing and Area Director of Public Relations to research local partnerships. Vets, secures & helps manage influencer stays in coordination with Area Director of Public Relations (proactive and reactive). Joins in overseeing photo shoots, activations, and pop-up events on property (film and print, professional and organic) when Area Director of Public Relations is not available. Maintains and updates media and VIP mailing lists. Assist with event execution including walking meeting rooms to ensure set is accurate, greeting meeting planners in meeting rooms on event days, and communicating requests to appropriate department for execution. Other duties as assigned.
General
Promotes and applies teamwork skills at all times Notifies appropriate individual promptly and fully of problems and/or unusual matters of significance Is polite, friendly, and helpful to guests, management and fellow employees Executes emergency procedures in accordance with Loews Hotels standards Complies with required safety regulations and procedures Attends appropriate hotel meetings and training sessions Maintains cleanliness and excellent condition of equipment and work area Complies with Loews Hotels standards, policies and rules Recycles whenever possible Remains current with Loews Hotels information and changes
Qualifications
Knowledge of the hospitality industry and exposure to Sales department, strongly preferred Excellent communication, organization, written and guest relations skills Must be computer savvy and proficient in Microsoft Excel and Outlook Ability to write, speak and interact clearly and professionally Extremely organized. Strong multi-tasking and time-management skills.
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Loews Hotels, LLC.
sick time, tuition reimbursement, 401(k)
Jul 19, 2025