- Junior
- Oficina en Dallas
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
• 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.
