Assistant(e) de direction administratif(ve) / Executive Administrative Assistant

Department: Executive Office

Reports to: General Manager

*Due to local laws, we prioritize applicants who have permission to work in Canada, and are perfectly fluent in both English and French, both orally and in writing.

The Four Seasons Hotel Montreal is an ideal research spot for those wishing to share their experience with others. We are looking for a person who has a strong work ethic, a high level of integrity, a concern for quality, a cultural sensitivity and a sense of customer service.

Position Summary

The Executive Administrative Assistant assists the General Manager and Hotel Manager in their administrative duties. Similarly, he/she supports administrative needs and projects of hotel operations. He/She greets and thanks all visitors to the executive office, anticipate and responds to all needs while demonstrating autonomy, responsiveness and a great sense of confidentiality. He/She will work closely with all departments of the hotel to support and help achieve common goals.

Core Responsibilities

• Warmly greet employees and visitors at the administration office and handle incoming calls;

• Respond to general inquiries from guests, suppliers, employees and visitors in an efficient, courteous and professional manner;

• Enter, maintain and update information in computer systems;

• Support the operational managers of the Rooms and Food & Beverage division including administrative duties, project work, ad-hoc tasks, scheduling, inventory management, ordering of supplies, etc. ;

• Support the management of the General Manager and/or the Hotel Managers calendar including booking of meetings, etc.;

• Manage and respond to customer comments received via the various platforms such as the electronic questionnaire system and social networks, etc. ;

• Prepare letters, memos, and other documents with word processing, spreadsheet, database, or presentation software;

• Coordinate and assist in the planning and execution of certain guest and employee relations events;

• Process incoming and outgoing mail and its distribution;

• Create and manage computer and paper filing and organization systems for records, reports, documents, etc.;

• Compile, copy, sort and archive records of office activities, commercial transactions and others;

• Maintain information confidentiality in the hotel, including conversations, personal information and guest records;

• Work with People and Culture to coordinate candidate interviews and practical assessments;

• Perform any other related tasks.

Desired Qualifications and Skills

• Excellent computer skills, including a working knowledge of MS Word, Excel, Publisher and Power Point, and hospitality systems;

• Background in food and beverage and/or rooms in a hotel environment

• High level of professionalism and integrity while preserving the confidentiality of the office;

• Attention to detail and ability to multitask in a dynamic and open work environment;

• Interest and ability to provide outstanding service to our internal and external customers and our suppliers, and anticipate their needs;

• High level of vocabulary in English and French, and be able to write in a stylish, professional manner, with excellent grammar;

• Sociable and helpful personality, smiling while interacting with others;

• Organized, meticulous and resourceful;

• Demonstrate creativity and initiative;

• 1 to 3 years' experience in a similar position;

• College diploma in hotel management, administration or related field.

What's in it for you?     

• Extended Health Coverage (dental, vision, life insurance, RMT, prescription drugs, etc) after probationary period;    

• Discounts at MARCUS Restaurant and our 5- Star Spa;    

• Employee theme recognition days and events- Employee of the month, Years of service celebrations, birthday events, etc.;.    

• Complimentary meal per shift in our employee dining room (Café 1440) ;    

• Retirement plan with employer contribution;    

• Paid time off; vacation days and 2 additional floating holidays per year;    

• Excellent training and development program;    

• Employee Travel Program, including complimentary stays at Four Seasons globally (by length of service and subject to availability).   

The list of tasks specified above is not exhaustive, the position will require a constant adaptation to situations of high activity and specific management of customer relations. 

*Our organization is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. We do not discriminate on the basis of gender, ethnicity, religion, sexual orientation, age, disability or any other basis protected under provincial or federal laws.