Executive Assistant

3 weeks ago

Toronto ON, Canada Four Seasons Hotels Full time

About Four Seasons:

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.

At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location: Four Seasons Hotels and Resorts is a global, luxury hotel management company. We manage over 120 hotels and resorts and 50 private residences in 47 countries around the world and growing. Central to Four Seasons employee experience and social impact programming is the company’s commitment to supporting cancer research, and the advancement of diversity, inclusion, equality and belonging at Four Seasons corporate offices and properties worldwide. At Four Seasons, we are powered by people and our culture enables everything we do.

We have an exciting opportunity as Executive Assistant to provide a wide range of administrative support to the Chief Information Technology Officer along with two VPs within the Information Systems & Technology department at Four Seasons. Overall duties would include general correspondence, travel arrangements, managing schedules and the preparation of presentations and other documents.

Key Activities:

Administration

· Responsible for proprietary and sensitive business information.

· Handle all incoming correspondence including telephone, email, mail, faxes and couriers. Prioritize or re-direct appropriately, responding without supervision to routine matters.

· Allocate, submit and track invoices and phone bills.

· Type, photocopy and distribute correspondence, faxes, couriers and reports.

· Support work for quarterly and annual statutory deadlines.

· Maintain contact information of business associates in the department address book.

· Arrange department social events and celebrations.

· Ensure office equipment is working and office supplies are in stock.

· Assistance for other projects and personnel as required.

· Creation of PowerPoint presentations including speaking notes.

· Provide support for related departments as required.

Travel Arrangements

· Arrange all travel requirements including airline reservations, hotel accommodation, rental cars and limousines.

· Manage expense reports related to travel and reconcile monthly American Express statements.

· Organize travel arrangements and hotel reservations for business associates as required.

Scheduling

· Manage calendars, schedule meetings, and arrange conference calls.

· Arrange meeting rooms and refreshments.

· Distribute notification to all attendees.

· Prepare and distribute materials and collateral.

Filing

· Create and maintain property and project files.

· Manage file archives and retrieval from offsite storage.

· Manage inventory of all collateral, magazines and direct mail.

What You Bring:

· 5+ years of senior administrative experience

· High school graduate; post-secondary training in administration an asset.

· Excellent communication skills; verbally articulate with strong written composition.

· Ability to work independently, take initiative and use sound judgement.

· Strong organization skills and high attention to detail.

· Good relational skills to support professional interaction with internal and external partners at all levels.

· Ability to work well under pressure and manage multiple tasks within time constraints.

· Flexibility to work beyond standard hours at peak periods, e.g., quarter end and year end.

· Integrity and discretion in dealing with confidential information.

· Experience in word processing and the preparation of PowerPoint presentations.

· Accurate typing skills; minimum speed of 60 wpm

· Advanced-level knowledge of Microsoft Outlook (mail and calendar), Word and PowerPoint.

· Strong working knowledge of Microsoft Excel

· Professional and courteous attitude.

· Capable of learning new computer applications.

· General office equipment competency

This role will be a Hybrid working model, which will require 3 days per week in the Four Seasons Corporate Office located at 1165 Leslie Street, Toronto, Ontario #LI-Hybrid

The location of this position is to be determined and is also posted in Miami as REQ10313837.

Four Seasons is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity, please advise Human Resources if you require accommodation.

#J-18808-Ljbffr

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