Executive Assistant

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.

The Executive Assistant provides a wide range of administrative support to the two Vice Presidents (People & Culture and Operations Finance). This position requires a productive self-starter, capable of establishing priorities, working independently as well as collaboratively. A highly effective communicator with the ability to build and maintain strong relationships with both internal and external stakeholders.

The duties and responsibilities span a wide range of administrative and technical activities. The candidate must be well-organized, detail oriented, flexible, receptive to challenge, and a strong team player with a positive and professional attitude. The role dictates processing information with a dedication to accuracy, making quick and effective decisions, grouping tasks, and exercising intuitive judgements. Strong project / time management skills, along with a strong business acumen in balancing competing priorities and deadlines.

Job Description:

Communication & Scheduling:

• Manage Vice Presidents’ calendars to facilitate effective scheduling of meetings across time zones, and swiftly resolving any calendar conflicts.
• Schedule meetings, interviews and conference calls including preparing agendas and materials and coordinating all logistics.
• Handle all travel arrangements by compiling travel itineraries, liaising with external travel agency, and coordinating all details for hotel stays, airport transfers and other logistics working with Corporate Partners when requested.
• Report consolidations for People & Culture and Finance.

Financial Processing

• Assist other Finance matters (e.g., manage all expense reports, reconciling all monthly Concur statements).

General Administrative Tasks

• Create correspondence (e.g., memos and letters, distributed accordingly and follow up when requested by the Vice Presidents).
• Handle routine matters (e.g., telephone, direct mail, couriers, photocopying, printing).
• Assist with office equipment issues by working / liaising with IT.
• Order and maintain office supplies for Vice Presidents.
• Any other ad-hoc duties.

Education:

• Minimum Diploma, preferably People & Culture or Finance related qualifications.

Work Experience:

• Minimum 5 years projects or administrative work experience in related People & Culture / Finance / Hospitality industry is preferred.

Key Behavioural Competencies:

• Professional and courteous attitude.
• Ability to work well under pressure and deal with competing deadlines.
• Ability to work independently, take initiative and use sound judgement.
• Well-organised and strong attention to detail.
• Strong communication / interpersonal skills to support professional interaction with internal and external partners at all levels.
• Proficient with Teams Meetings, SharePoint, Workday
• General office equipment competency.
• Excellent communication skills; verbally articulate with strong written composition.

Technical skills and knowledge

• Advanced-level knowledge of Microsoft Office Suite (Word, PowerPoint, Yammer; strong working knowledge of Excel, and managing calendars in Outlook,), Adobe Acrobat and capable of learning new in-house computer applications.
• Experience in working in a professional environment and ability to maintain confidential and sensitive information.