Senior Administrative Assistant (15 Month Contract)

Four Seasons Hotels and Resorts•Toronto, ON

1d•CA$60,000 - CA$75,000•Hybrid

About The Position

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.

Requirements

Minimum 5 years experience supporting senior executive(s), hotel and/or residential experience an asset
Proficient with MS Office Suite
General office equipment competency

Nice To Haves

College or University degree preferred
Post-secondary degree/diploma an asset
MS Teams experience an asset

Responsibilities

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