Executive Administrative & Event Support Coordinator

AC Hotel Clayton
Saint Louis, MO

Description

This role provides administrative, organizational, and communication support to the Sales, Catering, and Event Management teams. The focus is on internal coordination, documentation, scheduling, and communication flow, ensuring that team members have the information and tools they need to execute their responsibilities effectively. This position does not carry sales goals, revenue responsibilities, or client-ownership duties.

The coordinator serves as a central administrative resource, helping maintain accuracy, consistency, and efficiency across departments while supporting the hotel’s overall event and group activity.

Responsibilities:

• Serve as an initial administrative point of contact for incoming calls and inquiries, routing information to the appropriate team member in a timely and professional manner.
• Prepare clear, concise internal communications, schedules, and updates that support the work of the Sales, Catering, and Event Management teams.
• Maintain organized digital and physical filing systems, departmental documents, and shared resources.
• Assist with administrative components of group and event activity, including preparing or updating rooming lists, key date reminders, internal forms, and event-related documentation.
• Support the creation and distribution of internal materials such as group resumes, event outlines, billing summaries, and other administrative documents used by operational teams.
• Track and communicate event-related details to internal partners to ensure alignment and readiness across departments.
• Learn and utilize hotel systems (Delphi, CI/TY, PMS, etc.) for data entry, documentation, and reporting that supports team workflow.
• Assist with generating routine reports, updating dashboards, and maintaining accurate records that help the team stay organized and informed.
• Prepare for and participate in internal meetings, taking notes, organizing follow-ups, and distributing information as needed.
• Support training, planning sessions, and departmental initiatives by coordinating materials, schedules, and logistics.
• Work collaboratively with all departments, fostering a supportive and solutions-oriented environment.
• Demonstrate strong organizational skills, attention to detail, and proactive communication to help the team operate efficiently.
• Support special projects or administrative tasks assigned by leadership.
• Take initiative in developing administrative, organizational, and hospitality-related skills.
• Seek opportunities to enhance knowledge of hotel operations, event processes, and internal system.

Qualifications:

• Prior hospitality or sales support experience preferred.
• Strong organizational skills with keen attention to detail.
• Excellent communication and interpersonal abilities.
• Proficiency with digital sales systems or willingness to learn.
• Ability to multitask and manage time effectively in a fast-paced environment.
• Team-oriented mindset with a proactive and professional approach.

Benefits (Full-Time Associates Only):

• Competitive wages
• Medical, dental, and vision insurance
• Life insurance and short/long-term disability options
• 401(k) program with company match
• Tuition assistance
• Discounted room rates at Concord-managed hotels
• Training, development, and career advancement opportunities

Why Join Concord?

Our culture is based on our five Cornerstones, and they are what we consider our foundation: Quality, Integrity, Community, Profitability, and Fun. It’s important to us to provide a great work environment for our associates and we strive to hire the BEST associates in the market.

Our “Associate First” culture supports and inspires personal development both within the workplace and beyond. Concord’s associates are what our company is built on, and we strive to recognize them for their hard work, dedication, and commitment to excellence. We value work life balance, diversity, and our commitment to provide the best customer service and quality accommodations in every market we exist

If you are seeking a position where you can grow and be a part of a fun team, this job may be your answer. We are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace.

Pay Rate: $20.00 - $24.00/hour

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.