Senior Administrative Assistant
Four Seasons · Four Seasons · CA$70,000–CA$85,000 (stated in the posting)
About Four Seasons:
Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.
At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.
About the location:
Four Seasons Hotels and Resorts is a global, luxury hotel management company. We manage over 130 hotels and resorts and 50 private residences in 47 countries around the world and growing. Central to Four Seasons employee experience and social impact programming is the company’s commitment to supporting cancer research, and the advancement of diversity, inclusion, equality and belonging at Four Seasons corporate offices and properties worldwide. At Four Seasons, we are powered by people and our culture enables everything we do.Senior Administrative Assistant
This position provides high-level administrative and executive support to the Senior Vice President, Internal Audit, Senior Vice President, Operations Finance, and Vice President, Sourcing & Procurement. The Senior Administrative Assistant serves as a trusted executive partner with a deep understanding of each leader's priorities, working style, preferences, and expectations. They anticipate needs before they arise, proactively identify opportunities and risks, and remove administrative barriers so leaders can focus on strategic priorities, decision-making, and leadership.
To be successful in this role, you are a resourceful problem solver who builds strong relationships, exercises sound judgment, and thrives in a dynamic environment. You are highly organized, adaptable, collaborative, and able to balance multiple priorities while maintaining exceptional attention to detail.
Responsibilities include complex calendar and inbox management, coordinating meetings and travel, preparing presentations and reports, drafting correspondence, planning events and leadership meetings, managing expenses and invoices, and providing proactive support in response to evolving business needs.
Based at the Four Seasons Corporate Office in Toronto, this role interacts regularly with senior leaders, administrative professionals across the organization, and external partners, vendors, and consultants.
What You'll Be Doing:
Executive & Administrative Support
- Provide proactive administrative support to the SVP, Internal Audit, SVP, Operations Finance, and VP, Sourcing & Procurement.
- Manage complex calendars, schedules, and meeting logistics, balancing competing priorities and resolving scheduling conflicts.
- Monitor and manage executive inboxes, prioritize communications, draft responses where appropriate, and ensure timely follow-up on key actions.
- Maintain a high degree of professionalism, discretion, and confidentiality when handling sensitive information.
- Prepare, format, proofread, and distribute correspondence, reports, presentations, agendas, and other business documents.
- Support leaders with meeting preparation, including coordinating attendees, preparing materials, and tracking follow-up actions.
- Manage departmental records, filing systems, distribution lists, and key documentation.
Travel, Expense & Invoice Management
- Coordinate complex domestic and international travel arrangements, including flights, accommodations, transportation, visas, itineraries, and travel documentation.
- Provide proactive support during travel, anticipating and resolving scheduling changes, disruptions, and urgent requests.
- Prepare, submit, and reconcile expense reports and corporate card statements accurately and on time.
- Process invoices, allocate expenses, and maintain records to support departmental budget tracking and financial administration.
Executive Partnership & Anticipatory Support
- Develop a deep understanding of each executive's goals, priorities, stakeholders, working style, and communication preferences.
- Proactively anticipate needs by monitoring upcoming meetings, travel, deadlines, decisions, and dependencies, identifying issues early and proposing solutions.
- Protect executive time by prioritizing requests, resolving routine matters independently, and ensuring calendars align to business priorities.
- Prepare executives for meetings and engagements by coordinating agendas, briefing materials, participant context, logistics, and decision requirements.
- Drive follow-through on commitments by tracking actions, monitoring deadlines, and ensuring stakeholders remain informed.
- Act as a trusted representative of the executives, communicating with professionalism, discretion, warmth, and credibility.
Team & Department Coordination
- Partner with People & Culture to coordinate candidate interviews, onboarding activities, and other people-related processes.
- Liaise with Corporate Services and other internal teams to support workspace planning and departmental operations.
- Maintain organizational charts, distribution lists, databases, SharePoint sites, departmental records, and key reference materials.
- Coordinate onboarding logistics for new hires and support team communications and administrative processes.
- Maintain reporting trackers, travel schedules, and other departmental records as required.
- Order and maintain office supplies and support general office operations.
- Provide administrative support for special projects and other initiatives as assigned.
- Assist internal stakeholders in locating information, resources, policies, and appropriate contacts across the organization.
Meetings, Events & Communications
- Coordinate leadership meetings, off-sites, conferences, and special events, including agendas, materials, communications, logistics, and follow-up actions.
- Support virtual and in-person meetings using business technologies such as Microsoft Teams, webinars, and video conferencing platforms.
- Foster positive team engagement through recognition activities, celebrations, and team events.
- Work collaboratively with administrative professionals across the organization to ensure seamless coordination and support.
What You Bring:
- 5+ years of administrative support experience, including supporting multiple senior leaders in a complex, fast-paced corporate environment.
- Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Strong experience managing complex calendars, travel arrangements, expenses, and executive communications.
- Familiarity with Workday, ServiceNow, and travel and expense management systems.
- Post-secondary education in Business Administration or a related field is considered an asset.
- Experience in hospitality or a global corporate environment is considered an asset.
Who You Are:
- An exceptional communicator with strong written, verbal, and interpersonal skills.
- Highly organized with strong attention to detail and the ability to manage multiple priorities and deadlines in a fast-paced environment.
- Resourceful, proactive, and solutions-oriented, with a proven ability to anticipate needs and take initiative.
- Able to build strong relationships and establish credibility with stakeholders at all levels of the organization.
- Comfortable handling sensitive and confidential information with discretion, professionalism, and sound judgment.
- Adaptable and resilient, with the ability to respond effectively to changing priorities and business needs.
- Able to work independently while exercising strong decision-making and problem-solving skills.
- Demonstrates executive presence and professionalism when supporting senior leaders and representing their offices.
- Takes ownership of work, follows through on commitments, and consistently delivers a high level of service and quality.
- Thinks ahead, anticipates challenges, and identifies opportunities to improve efficiency and support business outcomes.
Annual Base Salary Range: $70,000 – $85,000 CAD + additional rewards as part of the total compensation package.
This role will be a Hybrid working model, which will require 3 days per week in the Four Seasons Corporate Office located at 1165 Leslie Street, Toronto, Ontario #LI-Hybrid
Four Seasons is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity, please advise Human Resources if you require accommodation.