Executive Assistant

$67,600 - $70,300/Yr

Four Seasons - Carlsbad, CA

Full-time - Entry Level

Carlsbad, CA

Accommodation

About the position

The Executive Assistant at Four Seasons Residence Club Aviara provides essential support to the Executive Office, ensuring efficient communication and administrative operations. This role involves managing owner and guest relations, handling correspondence, and maintaining confidentiality while responding to inquiries and feedback in a professional manner. The Executive Assistant plays a crucial role in enhancing the overall guest experience and supporting the management 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.
• 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.
• 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 Seasons Restaurant and lobby area for major holidays.

Requirements

• Reading, writing and oral proficiency in the English language.
• Typing, filing, telephone and general secretarial skills.
• General administrative skills.

Nice-to-haves

• Notary certification, preferred.

Benefits

• 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