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 ROLE

This role is responsible for providing administrative support primarily for sales managers: Group Sales Managers, in addition Director(s), while being familiar with all aspects of the sales, catering and conference services planning process. Assist in the organizing of Travel Industry needs and act as a liaison with the resort’s ResComm/Reservations and Worldwide Reservations Operations (WRO) Call Diversion team members in conjunction with the Commercial Director. Provide back up support to the Sales Managers and the entire commercial and marketing team, in particular in the absence of another Administrative Assistant. In addition, have a strong working knowledge of essential systems; Golden Sales and Catering (Delphi.FDC), MeetingBroker, RFP tools, Opera and Sales Resource. This role has the responsibility to constantly strive to improve sales operations, maintain our integrity and initiate ways to automate the sales and catering department’s daily processes. This is a on property-based role, offering the opportunity to work directly with our team and guests.

WHAT YOU WILL DO

• Receive and respond to incoming telephone calls in accordance with Four Seasons Standards and assist with overflow calls for Sales & Marketing, Food & Beverage, and Executive Office.
• Prepare accurate written correspondence including letters, contracts, reports, and e-mails using MS Office/Outlook, Opera, and Golden Sales and Catering.
• Type correspondence, reports, composition of letters, and memorandums; open, examine, sort, incoming mail and when appropriate gather information necessary for response; take and distribute departmental and divisional meeting minutes.
• Maintain Golden Sales and Catering accounts, including traces, creating and updating bookings, manipulating events in the function diary and the preparation of Banquet Event Orders (BEO), and resumes if needed.
• Coordinate with ResComm and WRO to support Travel Industry Sales Manager with reservations needs.
• Access and utilize the preferred partner database to keep abreast of current agencies and agents.
• Use BI – Advisory ID and Hotel Sales Desk for tracking preferred partner production, and all manager production.
• Assist with BEO, resume and site form creation and distribution.
• Assist with menu creation and distribution.
• Complete distribution of Sales and Catering correspondence to the resort operating departments as required. Examples: Amenity Cards, Preferred Partner Letters, and Resumes.
• Maintain the various Sales and Catering/Conference Services file systems, both electronic and paper, including Account Files, Program Evaluation Database, Master binders for BEO and Resumes.
• Maintain a working knowledge of Golden Sales and Catering System and help group sales and meetings advantage mangers input data correctly.
• Managed RFP tool and is part of the lead catching team.
• Maintain files, schedules, and calendars for management members of the Sales and Marketing Division; coordinate, set and confirm interviews and appointments.
• Assist in completing special projects which may include mailings, competitive surveys, or other assigned duties; maintain and order office supplies.
• Maintain policy and standard manuals; update and distribute as necessary.
• Operate a variety of office equipment/resources, including but not limited to laser printers, multi-function copy machines, fax machines, and bindery machine.
• Comply with Four Seasons standards for sales and marketing, while working harmoniously and professionally with team members.
• Comply with Four Seasons Category One and Two Work Rules and Standards of Conduct as set forth in EmPact.