Event Admin

Salary Details

Salary Description: Competetive Salary Offered

Job Description For Event Admin

Description

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
View our Virtual Reality Experience to spend a 'day in the life' of a hospitality professional at a full-service hotel.

Qualifications
•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.