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Executive Administrative Assistant

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Four Seasons

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Location:
Bahamas , Paradise Island Nassau

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

Not provided
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Job Description:

Provide high-level administrative support to Executive while exercising considerable judgment and initiative in performance of job responsibilities. Acts as custodian of documents and executes administrative functions determined by or in conjunction with the SVP.

Job Responsibility:

  • Coordinate and ensure smooth running of Executive’s schedule for internal and external meetings
  • Coordinate meetings and conference calls. Produce and disseminate materials for those meetings and take minutes for meetings
  • Takes and transcribes dictation, and draft and proofread correspondence and other documents for Executive Office
  • Compose and prepare confidential correspondences, reports and other complex documents
  • Assist with preparation of presentation materials for Executive including PowerPoint presentations
  • Manage incoming correspondence, including faxes and email and ensure appropriate and timely acknowledgement/responses, as directed
  • Liaise and follow up with heads of departments to ensure compliance in meeting deadlines
  • Provide administrative support to the Resort Manager where and when possible
  • Liaise closely with Guest Relations and Reservations to ensure appropriate handling of The Ocean Club’s VIPs
  • Conserve Executive’s time by reading, researching and routing correspondence
  • drafting letters and documents
  • collecting and analyzing information and initiating telecommunications
  • Coordinate and schedule Executive’s travel and conference arrangements
  • compiles documents for travel-related meetings
  • Maintain filing systems pertinent to Executive’s activities
  • maintain phone and email lists and ensures listings are current
  • Answer, screen, and record telephone calls, and relays messages in a timely manner
  • Provide support to Accounting Manager to ensure that checks, payment vouchers and reimbursements are processed
  • Welcome guests and customers by greeting them in person or on the telephone
  • answering or directing inquiries
  • Represent the executive by attending meetings in the executive absence, when required
  • Maintain office supplies inventory by checking stock to determine inventory level
  • anticipating needed supplies
  • evaluating new office products
  • placing and expediting orders for supplies
  • verifying receipt of supplies
  • Ensure operation of equipment by completing preventive maintenance requirements
  • troubleshooting malfunctions
  • calling for repairs
  • maintaining equipment inventories
  • evaluating new equipment and techniques
  • Perform administrative skills such as typing, filing, copying, faxing, opening and sorting mail, coordinating appointments for General Manager and Hotel Manager and answer telephones according to Four Seasons standards
  • Prepare written correspondence on behalf of General Manager and Hotel manager for approval
  • Compile monthly guest comment analysis and ensure proper distribution of results
  • Handle travel arrangements and reservations for managers and VIP guests
  • Comply with Four Seasons’ Category One and Category Two Work Rules and Standards of Conduct while maintaining the confidentiality of the Executive Office as set forth in EmPact
  • Maintain a clean, neat and organized work area and file storage system
  • Work harmoniously and professionally with co-workers and supervisors
  • Maintain master list of donations made to charities on behalf of the hotel
  • Performs all reasonable duties requested by management

Requirements:

  • Office Tools: Excel
  • Word
  • PowerPoint
  • Lotus Notes
  • Telephone Etiquette
  • Excellent communication skills
  • Possess a legal ability to work in The Bahamas without sponsorship

Additional Information:

Job Posted:
March 20, 2026

Employment Type:
Fulltime
Work Type:
On-site work
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