Executive Assistant

$67,600 - $70,300/Yr

Four Seasons - San Diego, CA

Full-time - Entry Level

San Diego, CA

Accommodation

About the position

The Executive Assistant at Four Seasons Residence Club Aviara provides essential administrative support to the Executive Office, ensuring efficient communication and organization. This role involves managing correspondence, handling guest and owner relations, and maintaining confidentiality in all dealings. The Executive Assistant plays a key role in enhancing the guest experience and supporting the operational needs of the executive team.

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 and manage property-related documents.
• 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 and other issues.
• Attend meetings, take detailed notes, and distribute accordingly.
• Handle notary services for property-related documents and manage package shipments.
• Maintain all executive office's paper/office supplies and coordinate copy machine maintenance.
• 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.
• Coordinate appointments and maintain appointment books daily.
• Manage responsibilities for Guest Experience's pre-arranged events.
• Prepare “Welcome” and “Welcome Back” cards from General Manager and Resort Manager.
• Handle travel arrangements and reservations for Board members and VIP guests.
• Coordinate and manage My Residence Club information and communicate updates to Owners.
• Reserve the Private Dining Room and Boardroom for meetings and events.
• Update and maintain the Corporate Policy Manual and the Residence Club policy manual.
• Coordinate community outreach events, such as beach clean ups.
• Order flowers for major holidays and coordinate with Engineering for maintenance of plants.

Requirements

• Writing skills
• Filing skills
• Executive administrative support experience
• Mid-level administrative experience
• Certified Notary Public
• Typing skills
• Proficiency in English

Nice-to-haves

• Notary certification preferred

Benefits

• 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