Administrative Assistant

Role Description

This role is responsible for implementing, leading, and executing the general office administration functions of the Sales & Marketing Division, providing administrative support primarily for sales managers: Group and Travel Industry Sales Managers and the Commercial Director. Assist in the organization of Sales needs and act as a liaison with the resort’s ResComm/Reservations and Worldwide Reservations Operations (WRO) Call Diversion team members in conjunction with the Commercial Director. Provide back-up support to the Sales Managers and the entire commercial and marketing team. In addition, have a strong working knowledge of essential systems: Golden Sales and Catering (Delphi, FDC), Meeting Broker, RFP tools, Opera, and Sales Resource. This role is responsible for continuously striving to improve sales operations, maintain our integrity, and identify ways to automate and enhance the sales and marketing department’s daily processes.

What you will do:

• Implement and uphold office standards and procedures, ensuring the Sales & Marketing office is organized, professional, and maintained in accordance with Four Seasons guidelines.
• Provide comprehensive administrative support to the Sales & Marketing Division, coordinating daily office operations efficiently.
• Perform additional related duties and support projects as assigned, ensuring seamless operations and contributing to the overall success of the Sales & Marketing Division.
• Maintain files, invoices, expenses, schedules, and calendars for Sales & Marketing leadership, ensuring effective time management and coordination.
• Maintain Sales & Marketing onboarding, policy, and standard procedure manuals; update and distribute documentation as required.
• Answer the Bora Bora Satellite Sales Office telephone, take accurate messages, and respond in accordance with Four Seasons service standards.
• Manage all postal services and mail distribution for the division as required.
• Receive, prioritize, and respond to incoming emails in line with Four Seasons standards, and provide overflow email support as required.
• Prepare accurate and professional written correspondence, including inquiries, contracts, reports, letters, and emails using MS Office/Outlook, Opera, and Golden Sales & Catering (Delphi, FDC).
• Coordinate closely with the Reservations team to support both group and transient sales segments with reservation-related needs.
• Maintain up-to-date knowledge of resort offerings, amenities, activities, and promotions, confidently sharing information as needed.
• Maintain and update Sales & Marketing electronic systems and databases, ensuring data accuracy and integrity.
• Lead strong educational knowledge of Golden Sales & Catering and assist Group Sales and Meetings & Events Managers with proper system usage and data input.
• Utilize BI tools and Golden Sales & Catering to prepare and distribute sales production and performance reports for Sales Managers.
• Manage the RFP tool and actively participate in the lead-capture and distribution process.
• Comply with Four Seasons standards for sales and marketing, while working harmoniously and professionally with coworkers and the planning committee.
• Serve as a brand ambassador of Four Seasons and the hotels.

Qualifications

• Diploma or bachelor’s degree in hospitality management, Administration, or related field.
• Minimum of three years of professional experience in a similar position.
• Experience within hospitality or luxury lifestyle is preferred.
• Reservations, Sales, or Administration experience are preferred.
• Excellent reading, writing, and oral proficiency in the English language.
• Strong command of MS Office Programs (Word, Excel, PowerPoint, Outlook).
• Experience with Opera and Delphi (Golden Sales & Catering) Systems will be an advantage.
• Work well under pressure, require multitasking, and be a team player.
• Ability to multitask in a high-volume and demanding environment.
• Detail-oriented, well-developed organizational skills and a strategic thinker.
• Strong problem-solving skills with an ability to manage multiple projects effectively.
• Candidates must have valid work authorization for the U.S.

Benefits

• Competitive Salary, wages, and a comprehensive benefits package
• Excellent Training and Development opportunities
• Complimentary Accommodation at other Four Seasons Hotels and Resorts
• Lunch Meal Allowance
• Medical, Dental, and Vision insurance program
• 401K Retirement Plan
• Comprehensive Time off Package including Vacation pay, Sick pay, and paid US Holidays

Schedule & Hours

Full-time remote position with flexible scheduling; ability to work a variety of shift hours and travel as needed to support business demands.

Candidates must have valid work authorization for the U.S. Internal Four Seasons Management Employees outside of the US may qualify for an L1 Visa. Please note that, due to the large number of responses we receive, only candidates under consideration for the above position will be contacted for an interview.

The management level for this position is: Operations - Individual Contributor. The transferring employee will be responsible for obtaining or will currently hold proper work authorization for the country in which the position is located.

Four Seasons is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply.