Senior Administrative Assistant (15 Month Contract)

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 130 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 (15 Month Contract)

This position will provide a wide range of administrative support to the Residential Property Management and Operations team, including general correspondence, travel arrangements, managing schedules and the preparation of presentations and other documents. This position requires a productive self-starter who is co-operative, receptive to challenge, prepared to pitch-in as necessary and above all, have a positive and professional attitude.

What You’ll Be Doing:

Administrative Support

• Proactively manage calendars including travel dates, meetings, and conference calls
• Prepare and coordinate orientation meetings and logistics for Directors of Residences and Directors of Finance, General Managers and Hotel Managers at Residential Properties
• Gather and coordinate materials for orientation meetings
• Assist with building onboarding plans and scheduling necessary meetings/training
• Assist with the coordination and execution of the Annual Residential Leaders conference planning and meeting logistics
• Assist with the coordination and execution of the Residential Academy planning and meeting logistics · Create and maintain property and project files
• Create and maintain the filing systems; Manage file archives
• Coordinate and setup meetings, logistics and/or materials as required (including catering and visitor badges where required)
• Arrange all travel requirements, including airline reservations, hotel accommodation, rental cars, etc.
• Complete monthly AMEX expense reports, cash reports, etc.
• Allocate Telecom expenses
• Assist with other ad hoc tasks as required, such as invoice coding, expense tracking, etc
• Field internal stakeholder requests and handle routine matters without supervision
• Manage vendor consultant systems access
• Type, distribute correspondence, reports, etc.
• Draft all approved Engage communications for the SVP and VPs
• Build PowerPoint presentations and Excel reports as required
• Maintain master onboarding deck with relevant stats and slides
• Open mail, re-direct when necessary; receive, distribute, and send couriers
• Order and maintain office supplies
• Manage Outlook databases and mailing groups
• Maintain and update Residential organizational charts
• Maintain training manuals and job aids pertaining to admin role
• Complete location tracking log for VPs based in the US
• Host monthly department business update meetings
• Assist in creating and executing post engagement survey action plans
• Other residential-related projects and administrative support as required
• Encourage team spirit through birthday and other milestone celebrations within the team
• Arrange monthly/quarterly department social events to facilitate team bonding within budget guidelines

What You Bring:

• Minimum 5 years experience supporting senior executive(s), hotel and/or residential experience an asset
• College or University degree preferred
• Post-secondary degree/diploma an asset
• Proficient with MS Office Suite
• MS Teams experience an asset
• General office equipment competency

Key Skills/Who You Are:

• Ability to work independently, take initiative, use sound judgement, and be proactive in taking on new tasks
• Ability to prioritize, work well under pressure and manage multiple tasks within time constraints
• Agile in resolving problems, dealing with unexpected issues, and diligent in following tasks through to completion
• Integrity and discretion in dealing with confidential information
• Good team player with a professional and positive attitude
• Excellent communication skills, verbally articulate with strong written composition for business and personal communications
• Good planning and organizational skills, detail oriented.

Annual Base Salary Range: $60,000 – $75,000 CAD + additional rewards as part of the total compensation package.

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.