Senior Administrative Assistant
Senior Administrative Assistant

Four Seasons


Senior Administrative Assistant

Sobre el trabajo

Four Seasons Hotels and Resorts is a global, luxury hotel management company. We manage over 120 hotels and resorts and 47 private residences in 47 countries around the world and growing.  At Four Seasons, we are powered by people and our culture enables everything we do.

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. 

This position will provide a wide range of administrative support to the IT department, specifically supporting the SVP, and Chief Information Officer of IT and the VP, Commercial Technology.  

To be successful in this role, you should be a proactive problem solver with the ability to build relationships both internally and externally on behalf of the office. You are well-organized, have great time management skills, and must be able to act without guidance when needed.  This position requires a productive self-starter who is cooperative, has a positive and professional attitude, is receptive to challenges, is technically savvy, and is prepared to pitch in as necessary.

Responsibilities include extensive calendar and email management, coordinating schedules, preparation of presentations and other documents and reports, composing general email correspondence, planning and executing off-site meetings and special events, coordinating extensive international travel arrangements, and being prepared, at short notice, to support additional requirements/changes to travel plans.

This role is based in Four Seasons Hotels and Resorts, Toronto Corporate Office, reporting to the Senior Vice President – Information Systems Technology and Chief Information Officer. This role involves interactions with senior management within the IT team, Administrative Assistants across Four Seasons Corporate Office, and third-party consultants and agencies.

Key Activities

  • Proactively manage calendars and emails, meetings, and conference calls prioritizing time commitments and actionable items.

  • Anticipate issues and initiate appropriate action to ensure the most effective use of CIO’s time

  • Provide daily briefings ensuring CIO is well-prepared for all meetings

  • Maintain a high degree of discretion and confidentiality.

  • Support meetings and convenings with internal and external stakeholders, as necessary; be comfortable with business-enabling technologies (e.g., video conference set up, presentation set up, and virtual meetings and webinars)

  • Coordinate, manage and arrange all travel requirements, including airline reservations, hotel accommodation, rental cars and airport transfers and monitor for last-minute changes

  • Plan, organize, and execute company meetings and off-sites for the leadership team, i.e., Global Area Directors Conference, including, but not limited to selecting venues, coordinating logistics, tracking expenses, and making other necessary arrangements

  • Ability to build relationships both internally and externally on behalf of the office and work effectively with all other administrative staff in a corporate, regional and global environment

  • Liaise with the People and Culture team for candidate interviews and onboarding

  • Liaise with Corporate Services & Operations for space planning of new hires

  • Timely management of expense reports and reconciling with monthly AMEX statements (Concur)

  • Process/allocate invoices and track expenses

  • Answer phones, re-direct calls when necessary, and handle routine matters without supervision

  • Build PowerPoint presentations and Excel reports as required

  • Monitor and open email/post, re-direct when necessary; receive, distribute and send couriers

  • Create and maintain files for essential documents such as reports, meeting notes, emails, and letters and maintain archived files at an off-site warehouse

  • Order and maintain office supplies

  • Manage databases and mailing groups

  • Maintain and update organizational charts

  • Other projects and administrative support as required

  • Encourage team spirit through birthday and other celebrations within the team

Desired Skills

  • Professional and positive attitude

  • Strong logistics and organization skills

  • 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 competing demands and prioritize tasks

  • 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

  • Excellent communication skills

  • Strong planning and organizational skills

  • Detail oriented

Technical Skills

  • Advanced MS Office Suite, especially Outlook, PowerPoint and Teams

  • Understanding of Travel & Expense systems (e.g. Concur)

  • General office equipment competency

Experience, Education and Professional Qualifications

  • Minimum 5 years’ experience in a senior administrative role

  • Post-secondary degree or diploma considered an asset

  • Prior experience in a corporate hotel or hospitality setting an asset

All internal applications must be submitted and approved in Workday by November 25, 2022.

This role will be a Hybrid working model, which will require 2-3 days per week in the Four Seasons Corporate Office located at 1165 Leslie Street, Toronto, Ontario  

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.

Senior Administrative Assistant

Toronto, Canadá

A tiempo completo, Indefinido

Fecha de inicio:Lo antes posible

Fecha limite de comienzo:

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