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Executive Administrative Assistant

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Four Seasons

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Location:
Japan , Tokyo

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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 administrative, organizational, and clerical support to the Executive Office, ensuring efficient, courteous, and professional responses to guest and employee inquiries, while upholding Four Seasons’ policies and service standards.

Job Responsibility:

  • Perform administrative duties including typing, filing, copying, faxing, mail sorting, and coordinating appointments for the General Manager
  • Handle general inquiries efficiently and courteously
  • manage incoming calls
  • Maintain the Executive Office card file and update the Lotus Notes address book as required
  • Prepare and distribute meeting minutes for Executive Session, Special Session, Quarterly and Annual Meetings
  • Participate in scheduled meetings as needed and prepare minutes
  • Manage elite guest correspondence, guest profiles, and guest satisfaction databases
  • Handle guest complaints or glitches in the absence of the General Manager and provide updates on actions taken
  • Manage VIP guest travel arrangements and reservations
  • Maintain confidentiality regarding P&C, Home Office, Owners, and other sensitive information
  • Keep the General Manager fully informed of significant issues requiring attention
  • Manage owner correspondence and coordinate owner-related matters with the General Manager
  • Coordinate communication and workflow with Planning Committee members
  • Coordinate employee-related meetings and forums
  • Perform additional duties assigned by the Hotel Manager or General Manager

Requirements:

  • College education or equivalent experience
  • 1–2 years of experience in a similar position (Four Seasons or other organization)
  • Highest level of integrity, confidentiality, and professionalism
  • Excellent interpersonal, communication, and relationship-building skills
  • Strong organizational skills and ability to multitask efficiently
  • Sound judgment, problem-solving, and decision-making abilities
  • Ability to work cooperatively with all departments
  • Proficiency in computer operations and office systems
  • Ability to read, write, and communicate effectively in English
  • Ability to prepare business correspondence, reports, and meeting documents
  • Knowledge of Four Seasons policies and standards
  • Ability to operate Workday, prepare expense reports, manage purchase orders, and coordinate supply orders and equipment maintenance
  • Must possess legal work authorization for Japan
  • Must be fluent in English and Japanese business communication
What we offer:
  • Competitive Salary, wages, and a comprehensive benefits package
  • Excellent Training and Development opportunities
  • Complimentary Accommodation at other Four Seasons Hotels and Resorts
  • 50% F&B outlet discount for other Four Seasons Hotels in Japan (except SÉZANNE)
  • Complimentary Employee Meals
  • Social insurance
  • Defined contribution benefit
  • Yearly health check-ups

Additional Information:

Job Posted:
March 20, 2026

Employment Type:
Fulltime
Work Type:
On-site work
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