Administrative Assistant, Design (EMEA)

About Four Seasons Hotels and Resorts:
Four Seasons Hotels and Resorts is a global, luxury hospitality company. We
manage over ‎100 hotels and resorts and ‎44 private residences in ‎45 countries
around the world and growing. At Four Seasons, we are powered by people and
our culture enables everything we do.
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.
The Role of Administrative Assistant, Design and Innovation:
We currently have an opportunity for an experienced Administrative Assistant
to join our Four Seasons Corporate Office team in Dubai!
This role will be responsible for providing administrative support to the
Design and Construction and Design and Innovation teams in our Dubai Corporate
Office.
As Administrative Assistant your responsibilities will include:
Project Coordination:
* Assisting in consolidating design review comments, coordinating internal feedback from all stakeholders; preparing summary notes and issuing to relevant stakeholders
* Assisting with preparation of project area programs
* Managing incoming and outgoing drawings and standards; administering and archiving within the shared information library
* Managing project updates for the Project Tracking Database
* Assisting the Design and Innovation team in preparation of project reports and schedules
* Organizing consultant interviews; administering the database of pre-qualified consultants
Arranging Travel and Time Sheets:
* Arranging travel requirements including detailed itineraries, meeting information, contact information and maps etc.
* Tracking yearly travel
* Inputting timesheet information
Financial Processing:
* Completing expense reports for the Design and Innovation team
* Allocating invoices (consultant, mobile phone, conference calls etc.)
General Administrative:
* Typing, photocopying, and distributing correspondence, reports etc., including composition of letters
* Word processing of Design Briefs, Status Reports, Site Visit Reports and reimbursable budget
* Managing team emails; reading and identifying urgent and risk items, proactively responding where appropriate
* Proactively managing team schedules
* Researching information on request to facilitate response to non-routine matters
* Creating and maintaining a file system and reference library for all responsible projects
* Keeping Outlook contacts database current
* Maintaining Project Tracking database with project information and updating of reports
* Preparing and providing materials in advance of meetings, conference calls, trips etc.
* Setting up for meetings, room reservations, catering etc.
* Creating professional presentations for business meetings
Our Ideal Administrative Assistant, Design and Innovation candidate will
have:
‎5 years of administrative work experience in the architectural, engineering,
design, or construction industry.
This position requires a pro-active self-starter with capability of working
with little supervision. The responsibilities of this role span a wide range
of activities requiring flexibility, outstanding organization skills with the
ability to multi-task and manage multiple stakeholders, a high level of
proficiency in Microsoft Office, Acrobat, Basic Photoshop, InDesign and
project management software, web resource skills, and an exceptional eye for
detail and quality.
You will be a great team player, with strong interpersonal skills, diplomacy,
a high level of integrity, cross cultural sensitivity and customer service
orientation and care.
Four Seasons Hotels and Resorts can offer what many hospitality professionals
dream of; the opportunity to build a life-long career with global potential
and a real sense of pride in work well done. We look for talent who share the
Golden Rule - people who, by nature, believe in treating others as we would
have them treat us. As Four Seasons works towards phenomenal growth in the
next decade, our most valuable partners continue to be our talent, with whom
we have a strong relationship based on the Golden Rule. This relationship is
made tangible by the awards received year after year by Four Seasons on a
corporate level, as well as by our hotels, resorts and residences around the
world, making us an undisputed "employer of choice."