Overview
Executive Assistant Jobs in Miami, FL at Four Seasons Hotels and Resorts
Title: Executive Assistant
Company: Four Seasons Hotels and Resorts
Location: Miami, FL
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.
We have an exciting Executive Assistant opportunity to provide a wide range of administrative support to the President, Global Operations, Hotels and Resorts as well as 1-2 other executives within Four Seasons. Overall duties would include general correspondence, travel arrangements, managing schedules and the preparation of presentations and other documents.
Key ActivitiesAdministration
Responsible for proprietary and sensitive business information
Handle all incoming correspondence including telephone, email, mail, faxes and couriers. Prioritize or re-direct appropriately, responding without supervision to routine matters.
Provide back-up telephone coverage to other support staff in the department as required.
Allocate, submit and track invoices and phone bills.
Type, photocopy and distribute correspondence, faxes, couriers and reports.
Support work for quarterly and annual statutory deadlines.
Maintain contact information of business associates in the department address book.
Arrange department social events and celebrations.
Ensure office equipment is working and office supplies are in stock.
Assistance for other projects and personnel as required.
Creation of PowerPoint presentations including speaking notes.
Provide support for related departments as required (Rooms/F&B)
Occasionally responsible for managing the day-to-day operations and procedures of the Miami Four Seasons Corporate Office.
Travel Arrangements
Arrange all travel requirements for the President and SVP, Planning & Integration – including airline reservations, hotel accommodation, rental cars and limousines.
Manage expense reports related to travel and reconcile monthly American Express statements for the President and SVP, Planning & Integration.
Arrange hotel reservations for the President’s business associates.
Organize travel arrangements for non-FS attendees
Scheduling (Meetings/Conference calls)
Manage calendars for the President and SVP, Planning & Integration
Schedule meetings and conference calls.
Arrange meeting rooms and refreshments.
Distribute notification to all attendees.
Prepare and distribute materials and collateral.
Filing
Create and maintain property and project files.
Manage file archives and retrieval from offsite storage.
Manage inventory of all collateral, magazines and direct mail.
What You Bring
5+ years of senior administrative experience
High school graduate; Post secondary training in administration an asset.
Excellent communication skills; verbally articulate with strong written composition.
Ability to work independently, take initiative and use sound judgement.
Strong organization skills and high attention to detail.
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 constraint…
