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.

Executive Assistant

The Executive Assistant will provide a wide range of administrative support to the Executive Vice President and Chief Commercial Officer including but not limited to coordination of meetings and events, travel planning, managing schedules, preparation of presentations and other documents, and general correspondence. 

What You’ll Be Doing:

Administration

• Responsible for proprietary and sensitive business information
• Manage expense reports for Chief Commercial Officer and reconcile monthly American Express statements
• Ensure office equipment is working and office supplies for Chief Commercial Officer, working/ liaison with Corporate Services.
• Handle all routine matters - telephone, direct mail, couriers, photocopying, filing
• Arrange department social events and celebrations.
• Assistance for other projects and personnel as required.
• Creation of PowerPoint presentations including speaking notes.
• Support CCO in drafting or preparing routine correspondence
• Provide support for related departments as required
• Working with Corporate Services/Office Manager on office space planning and seat assignments for Commercial team members
• Support new hire onboarding for the Toronto Corporate Office
• Support with maintaining office supplies for the Toronto Corporate Office
• Liaise with building management for guests/repairs etc. in the Toronto Office
• Assist other Commercial team members in the Toronto Office

Travel Arrangements

• Handle all travel arrangements for Chief Commercial Officer - compiling travel itineraries and coordinating all details, along with travel arrangements for corporate partners when requested.
• Be aware and up to date on global travel restrictions and advise or plan accordingly
• Arrange all travel requirements including airline reservations, visa requirement, hotel accommodation, rental cars, and limousines.

Scheduling (Meetings/Conference calls)

• Manage calendar for the Chief Commercial Officer
• Schedule meetings and conference calls.
• Arrange meeting rooms and refreshments.
• Distribute notification to all attendees.
• Prepare and distribute materials and collateral.
• Maintain communication with key internal and external business partners and their executive assistants (e.g., owners/developers/consultants)
• Maintain contact information of business associates and keep track of meetings with key stakeholders

What You Bring:

• High school graduate; Post secondary training in administration an asset.
• Minimum 5 years of senior administrative experience. 
• Microsoft Office Suite: Advanced-level knowledge of Microsoft Outlook (mail and calendar), Word, PowerPoint, and Excel.
• Capable of learning new computer applications.
• General office equipment competency
• Ability to deal with confidential information.
• Experience in word processing and the preparation of PowerPoint presentations.

Key Skills/Who You Are:

• Professional and courteous attitude.
• Excellent communication skills; verbally articulate with strong written composition.
• Ability to work independently, take initiative and use sound judgement.
• Well organized and detail oriented.
• Good relational skills to support professional interaction with internal and external partners at all levels.
• Ability to work well under pressure and manage multiple tasks within time constraints.
• Flexibility to work beyond standard hours at peak periods

Travel:

• Occasional/Infrequent

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.