The city of Aspen at our front door, Aspen Mountain at our back door. And in between, a gathering place for the free-spirited. We're proud of our 5 Stars and 5 Diamonds -- hospitality is our passion. From our kitchens to our cellars, with their 20,000 bottles of wine, from the Concierges in our lobby to the Concierges on our mountains, and from family adventure to après ski, this hotel is, guests have said, "the Aspen of Aspen."

Summary 
The Events Coordinator handles daily administrative duties for the Events and Sales Department.

Essential Functions of the Job
Daily: 
• Answer phones and transfer to correct persons/departments using 5 star standards
• Use Delphi to create & distribute various reports and banquet event orders
• Use social tables to create diagrams for events
• Manage all internal meetings & events
• Collect & manage all incoming & outgoing mail & packages
• Answer phones for all sales & events managers when needed, takes messages & fields incoming sales leads
• Print welcome cards for VIP sales guests, inputs amenity orders
• Manage shipping needs for the department
• Manage the daily upkeep of banquet event order “master” binder & all relevant information
 
Weekly: 
• Organize and distribute weekly working schedule
• Order foot passes for site tours & events
• Attend banquet event order meetings
 
As Needed: 
• Take meeting minutes and distributes to team
• Create menus & items in Delphi and keeps everything up to date each season
• Facilitate contract turnover and communication between client, accounting department & event manager during turnover process
• Inputs deposits & city ledger account numbers into Delphi for all events
• Build sales kits, menu packets
• Assist with advance travel plans for sales managers, including but not limited to gift orders, shipping, appointment confirmations, expense reports
• Maintain inventory of office supplies and orders when needed with Director approval
• Keep office organized & fully stocked of required items
• Assist Director of Events and Director of Sales & Marketing with special requests & projects
 
Always:
• Report to work in a neatly groomed and acceptable manner as outlined in the employee handbook
• Report to shift on time, comply with all policies & procedures of the Sales & Events Departments, The Little Nell and Aspen Skiing Company
• Be familiar with hotel fire and safety procedures.  Assist in emergency and security procedures as directed by management. 
• Complete tasks and projects delegated by your managers and assist other departments as business volumes and staff levels demand
• Adhere to the confidentiality standard at The Little Nell
• Display a strong ability to communicate with both customers and colleagues at all levels of seniority and liaison effectively with other internal departments
• Display strong interpersonal and customer relations skills; able to empathize, maintain professionalism, display patience and politeness within a sometimes pressured environment
• Reflect a conscientious, flexible and ‘can do’ attitude at all times
• Has confidence to deal with difficult situations and to know when it is appropriate to seek guidance from line managers
• Exhibit an excellent attention to detail
• Deliver customer service in line with best practices and the hotel’s 5 Star/5 Diamond standards
 

• High School diploma required
• College Degree preferred
• Administration experience highly preferred
• Advanced Word Processing and typing skills required
• Strong written and oral English communications
• Working knowledge of Word, Excel and Outlook
• Knowledge of SMS, Delphi, Social tables preferred
• Ability to work cooperatively with others and supervise their time management organizational skills
• Available Monday-Friday, 8am-5pm year round
• Available to work holidays as hotel demands require

Physical Requirements of the position include
•    Sitting for long periods of time
•    Able to use multi-line telephone
•    Standing, reaching, lifting, speaking and listening
•    Repetitious hand movements associated with typing