Senior Administrative Assistant

4 months ago

Toronto, Canada Four Seasons Hotels and Resorts 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.

Senior Administrative Assistant

The Senior Administrative Assistant role will provide administrative support to the Global Hospitality team which includes the Senior Vice President, Global Hospitality, Vice President, Wellness (LA) and the Vice President, Food and Beverage, Americas (Miami)

Candidate will work closely with Assistants and Coordinators to plan meetings and coordinate travel. A highly motivated and positive individual will be responsible for both administrative tasks as well as operational, planning and communication activities. Candidate will additionally support the administration of travel and expenses for the SVP, and VPs in their support group.

What You’ll Be Doing:

Planning and Scheduling

Work with SVP Global Hospitality on overall program management for the team, strategically planning & organizing for success. Work in concert with the Project & Integration team as well other Senior Executive Administration as required. Arrange travel for SVP, Global Hospitality, VP, Wellness and VP Food and Beverage, Americas (including site visits to new and developing hotels, flights, hotels, transfers, etc.) and Travel & Expense assistance for another. This may entail additional assistance with others on the team. Manage daily calendar, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes. Organize cross-functional meetings and conference calls via videoconference and conference calls. Assist in planning events including restaurant, guest, and hotel reservations (domestic and international). Analyze a variety of data at a high level and synthesize information. Maintain current email distribution groups. Plan and manage onboarding schedules/calls for new Director of Rooms, and Assistant Director of Rooms and liaise with the Global Hospitality Team to ensure all information is covered and schedules are aligned Maintain and manage Global Hospitality Team vacation schedule.

Communication

Manage email accounts and calendar, including travel dates, and hotel/site visits (domestic and international). Draft announcements, letters, memos, and email responses. Answer phone and mail inquiries, and redirect/respond as required.

Administration

Maintain and update the professional contacts in address book. Manage all invoices and complete monthly AMEX expense reports, cash reports, and time records. Process monthly phone record.

What You Bring:

Bachelor’s or master’s degree in a relevant field or equivalent combination of education and work-related experience. Qualified candidates will have 5 + years of experience supporting Executives in a fast-paced and dynamic environment. Strong business writing skills to draft announcements, letters, memos and email responses. Organized and analytical with strong communication skills needed to interact with a variety of people and job functions. Proficient with Microsoft Office products Ability to produce high quality presentations in Word and PowerPoint Maturity and professionalism to ensure credibility. Ability to work autonomously on assignments and handle highly confidential information with integrity. Positive attitude and collaborative team player Proactive and self-motivated Analytical skills to be able to use data in needs analysis and synthesize information. Ability to work in a matrix organization with a fast paced and time sensitive environment. Ability to communicate across geographic and cultural barriers.

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

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.

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