Administrative Assistant

Four Seasons Hotels and Resorts

Administrative Assistant managing office functions and providing support for the Sales & Marketing Division at Four Seasons. Ensuring efficient operations and coordination for sales activities and projects.

Posted 5/1/2026full-timeRemote • California • 🇺🇸 United StatesMid-LevelSeniorWebsite

Tech Stack

Tools & technologies

Delphi

About the role

Key responsibilities & impact

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.

Requirements

What you’ll need

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

Comp & perks

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

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

administrative supportfile managementtime managementdata accuracyreport preparationmultitaskingproblem-solvingsales production reportingRFP managementreservation management

Soft Skills

organizational skillscommunication skillsteam playerdetail-orientedstrategic thinkingability to work under pressureprofessionalismservice standards adherenceeducational knowledgecollaboration

Certifications

diploma in hospitality managementbachelor's degree in hospitality managementwork authorization for the U.S.