Administrative Assistant - Executive Office

at  Four Seasons

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.

• You will be reporting to the Executive Assistant of the General Manager and Resort Manager
• Elite contact for the Resort, ensuring that all have been arranged prior to their stay, ensuring a memorable experience
• Liaising with each department in the hotel for a seamless stay for Elite guests
• Arranging RVP and GM travels, visas and accommodation and ensuring everything are in order.
• Ensuring enquiries and requests are handled properly corresponding to Four Seasons standards.
• Maintains the RVP and GM appointment schedules by planning and scheduling meetings, conferences, and teleconferences.
• Proper dealing with incoming email, faxes and post, corresponding on behalf of the RVP and GM if need be .
• Producing documents, briefing papers, reports and presentations.
• Assisting in reserving guests’ rooms and other requests that the guest may require .
• Maintains internal and external guests’ confidence and privacy by keeping confidential information.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Contributes to team effort by accomplishing related results as needed.
• Carrying out duties on a timely manner.
• Maintain a ‘warm and welcoming’ image of the Executive Office to guests and employees alike.
• Promote a harmonious and professional work culture among employees and managers.
• Input of guests comment cards into Medallia online system and generate reports.
• Prepare communication meetings.
• Post daily & weekly financial reports on internal database.
• Process electronic and paper Purchase Orders and other routine forms, including completing, distributing and filing. Ensure appropriate confidentiality .
• Trace all due dates for GM and HM and remind of any follow-ups to avoid delays.
• Be fully aware of and follow internal rules of conduct (Handbook, code of conduct, compliance policies etc.) to maintain the integrity of the Executive Office.
• Maintain the cleanliness of the office and order supplies when necessary.
• Keep ‘an ear on the ground’ and mix appropriately with managers and line employees. Be approachable.
• Respond properly in any hotel emergency or safety situation.
• Perform other tasks or projects as assigned by the Executive Office.
• Perform any other cognate duties as and when required