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: Your West Coast home away from home. Rolling foothills and postcard-worthy views of sun and surf surround our idyllic Residence Club, where families and pleasure-seekers of all ages come to play. Tucked away in the laid-back coastal town of Carlsbad, California, just half an hour north of San Diego, it offers miles of uncrowded beaches and some of the best golf courses in North America. Allow our pre-arrival Concierge to stock your villa's kitchen fully, sign up for group classes in our open-air Yoga Pavilion and stay as long as you'd like. About the role At Four Seasons Residence Club Aviara, the Executive Assistant provides support and clerical expertise for the Executive Office and responds to Owner and guest feedback and inquiries in an efficient, courteous and professional manner. What you will do Administrative Responsibilities Handle telephone calls for the Executive Office following Four Seasons standards. Create correspondence, reports, etc., which includes composition of letters. Collect and organize data required for Board of Directors, owner, guest, vendor responses. Maintain files. Open, sort, and route incoming mail appropriately; compose and respond to all letters for the Executive Office communications. Compose and send letters to owners and guests regarding property maintenance, scheduled drills, tree trimming, telephone issues, etc. Maintain confidentiality in dealings relating to personnel, Home Office, owners, etc. Manage property related documents. Attend meetings (i.e. Morning Meeting, Lead with Care, Board meetings, and Board of Operations), take detailed notes, distribute accordingly. Handle notary services for property-related documents and manage package shipments (FedEx). Maintain all executive office's paper/office supplies, postage machine, coordinate copy machine maintenance, and manage overall order of mail/copy room. Contact outside companies and other Four Seasons properties for holiday and International Housekeeping Week gift exchanges. Print gift certificates and monthly corporate reports from the gift certificate portal. Input Executive Office hours into schedule management system, Heath. Print Heath property schedule weekly on Fridays and deliver to General Manager and Director of People and Culture. Complete expense reports for General Manager and Resort Manager. Ensure proper and correct communication between Executive Office and other staff. Owner and Guest Relations Respond to guest feedback from platforms like Medallia, Trip Advisor and Yelp. Compile monthly guest comment analysis and ensure proper distribution of results. Handle owner/guest complaints in the absence of the Resort Manager and inform General Manager/Resort Manager as to action taken and follow up as required. Coordinate appointments and maintain appointment books daily, as well as process and follow-up on reservations for special/VIP guests in the hotel. Manage responsibilities for Guest Experience's pre-arranged events including, Golf Putting, Calligrapher, promotion of Blind Wine tasting, and coordinating with the Line Dancing instructor to integrate the program into the exercise schedule. Prepare "Welcome" and "Welcome Back" cards from General Manager and Resort Manager. Handle travel arrangements and reservations for Board members, General Manager, V.I.P. Guests/Owners and taskforce employees. Respond to all Owners correspondence pertaining to selling their intervals or their requests for Board consideration. Coordinate and manage My Residence Club information, compile updates, and communicate them to Owners via email. Reserve the Private Dining Room and Boardroom for meetings and events. Learn and use various programs in personal computers. Update and maintain the Corporate Policy Manual and the Residence Club policy manual. Coordinate community outreach events, such as beach clean ups. Process employee orders for business cards. Handle requests for donations to auctions, fund-raisers etc. for charitable events. Send out weekly notifications to Owners about calendar events. Dcor Management Coordinate Christmas dcor and place purchase orders (PO's), including ordering Poinsettias. Order flowers for Seasons Restaurant and lobby area for all major holidays such as Easter, Mother's Day, Fourth of July, Thanksgiving and Christmas. Coordinate with Engineering for maintenance of plants at the Front Office shelving and Seasons Restaurant bookshelves. Order flowers for arriving rental and Elite 111 Guests. Ensure the Seasons Restaurant tables succulents have been ordered, via Franco's Flowers, to be replaced on August 1st. Submit weekly POs for flower arrangements. What you bring Reading, writing and oral proficiency in the English language Typing, filing, telephone and general secretarial skills General administrative skills Notary certification, preferred A skills assessment may be requested What we offer: Salary: $67,600-$70,300 401(k) Retirement Savings Plan Excellent training and development opportunities Exclusive discount and travel programs with Four Seasons Hotels and Resorts Complimentary dry cleaning for employee uniforms Complimentary employee meals Schedule & Hours: Full Time Days, Monday-Friday Four Seasons is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. To access the 'EEOC is The Law' Information poster please visit this website -

Created: 2024-10-29