Event Sales & Services Assistant

For more than a century, Hamilton Princess & Beach Club is Bermuda's only luxury urban resort. Our world-class accommodations, internationally revered modern art collection, celebrated restaurants, spa, and more, are why we appeal to Bermuda’s luxury travelers, as well as our magical team of colleagues.

Here at the iconic “Pink Palace” we embrace the spirit of being unique, passionate, pleasant, while keen on turning moments into memories for our guests – the Fairmont way. 

As a member of our Princess Team, all Heartists are valued and recognized, the same as our guests and local communities. Consider joining us, if you enjoy:

• Connecting guests to the extraordinary place we call home
• Discovering a broad offering of career paths
• Learning and thriving among a group of international hospitality professionals
• Being passionate about people and attentive to the world - we are globetrotters!
• Going beyond the walls of our hotel to support our community
• Taking pride in our differences

Then this could be THE perfect opportunity for you, and we cannot wait to welcome you.

#WeAreHamiltonPrincess

Summary of Responsibilities:

Reporting to the Director of Event Services & Sales, responsibilities and essential job functions include, but are not limited to, the following:

• Provide administrative support to the Event Services & Sales department through the preparation of correspondence and event documentation, maintenance of filing and tracking systems, and completion of routine departmental administrative tasks.
• Order & upkeep of office supplies & collateral inventory for events office
• Ensure Banquet Menus, across all platforms both online and internally are updated
• Work directly with accounts to support timely & accurate deposit collection and file turnover
• Provide telephone and message support for the department and respond to inquiries in a timely manner
• Serve as the primary administrative contact for internal hotel meetings and events, coordinating communication and documentation among departments.
• Initiate the Event Services booking process by creating account bookings, establishing departmental files and generating timely notifications as it pertains to all types of guest and client inquiries
• Assist the Events Team with the preparation of contracts & proposals
• Management of amenities and vip requests for all groups
• Coordinate transportation, floral arrangements, entertainment, and related vendor invoices for group events.
• Extend site inspections and walk-in client queries as required
• Respond to client inquiries and coordinate routine group program details in the absence of the assigned Event Sales & Services Manager, escalating complex issues as appropriate.
• Managing the design and printing of custom projects including but not limited to – menus for weddings and events; event diagrams and seating floorplans
• Ensure Health & Safety standards are complied with at all times, as well as, adherence to our Sustainability Partnership Program initiatives
• Maintain integrity of OSEM database, Fairmont’s sales force tool
• Assist with weekly business forecasts by compiling and entering departmental data to support labor planning.
• Other duties as requested by the Director of Event Sales & Services

Qualifications:

• Previous administrative experience is required, experience in hotel sales or catering environment is preferred
• Strong computer literacy with MS Office programs (Excel, Word, PowerPoint, Outlook) is required
• High energy with exceptional organization, interpersonal and communication skills, both written and verbal
• Must be a creative and effective person, possessing a high degree of professionalism both in appearance and telephone manner
• Must be able to work independently and maintain a positive attitude within a very busy environment
• Must be a proven team player who is motivated and can take initiative
• Ability to multitask and take directions from numerous sources
• Highly responsible and reliable
• Must be flexible in availability as long hours, evening and weekend work may be required depending on business levels
• Diploma or Bachelor's degree in Hospitality Management, Business Administration, or related field, or an equivalent combination of education and hospitality experience is an asset
• Opera knowledge an asset

• Physical Aspects of Position (include but are not limited to):

  • Sitting 6-8 hours a day.
  • Light Activity.
  • occasional walking throughout the hotel
  • lifting up to 20 lbs (office supplies, event materials)
  • prolonged computer use
  • occasional setup of meeting materials