Executive Assistant & Elite Guest Coordinator

Executive Assistant & Elite Guest Coordinator

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.

Welcome to wine country luxury. In the food and wine capital of North America, Four Seasons welcomes you to a one-of-a-kind wine country resort set within a world-class vineyard. Discover innovative and seasonal cuisine at Michelin-starred Auro, holistic spa rituals at Spa Talisa and thoughtfully personalized Four Seasons service. Raise a glass to all the best in life as you soak in magnificent views of Napa Valley from this Forbes Travel Guide Five-Star resort.

Come join our Four Seasons Family! We are hiring for a unique role : Executive Assistant & Elite Guest Coordinator!

Provides support and clerical expertise to the General Manager, Executive Office and Resort Operations. Responds to guest and employee inquiries in an efficient, courteous, and professional manner to achieve maximum satisfaction while complying with all Four Seasons' policies. This individual will also be the Elite Ambassador for the resort. Ensure a smooth and memorable stay for VIP guests. Respond to a wide variety of guest requests by accurately assessing the guest needs and requests and then adding personal recommendations and touches.

Act as first line of contact for General Manager inquiries for resort guests, residences, and our outside patrons.

Perform administrative skills such as printing, typing, filing, copying, faxing, opening, and sorting mail, coordinating appointments for Resort and answering telephones according to Four Seasons standards.

Respond to online guest feedback via Qualtrics or other view pages. Assign Qualtrics responses to appropriate departments or leadership for further follow up. Compile weekly / monthly Qualtrics analysis and ensure proper distribution of results to necessary team members.

Manage and drive both line level and leader direct line.

Handle travel arrangements and reservations for GM, Corporate Visits, Board Member Visits and VIP guests (as deemed by GM).

Handle Elite Phone Line and Email, point of contact for Elite guests. Provide daily VIP / Elite Guest amenity card list to GM.

Maintain master list of donations made to charities on behalf of the hotel.

Responsible for property signage and correspondence, such as back of house postings, all staff emails, and sharing employee relation updates.

Process GM Monthly Expense Report and upload it to Database for Corporate Approval.

Maintain files and calendars for General Manager and Executive members of the Planning Committee team, coordinate, set and confirm interviews and appointments.

Able to handle sensitive and / or confidential information. Must always maintain confidentiality and professionalism.

Assist in completing Food and Beverage projects which may include competitive surveys or other assigned duties as well as Resort Operation as needed including Rooms, Food and Beverage, Engineering.

Work in collaboration of Food and Beverage managers and culinary team to update menus for all Food and Beverage outlets and spa to include local chamber websites.

Assist Resort with employee relations events. Assist in phone coverage with Planning Committee, Sales & Catering phone lines.

Work harmoniously and professionally with co-workers, Owner Representatives, and supervisors. Ability to display, at all times, a friendly, gracious, courteous and professional manner in all dealings with guests, patrons and other employees.

Utilize a variety of software programs. Communicate with internal personnel and departments via radio, Hotsos and phones. Chat guests via messenger application and utilize Four Seasons guest recognition program as well as concierge system to track all requests and Opera to ensure proper billing.

Ensure top VIPs (Elite and other Guests selected by Executive Team or Rooms Leadership) point of contact prior to arrival until departure for the arrangement of their stay. Work with guests or Travel Agents to plan itineraries and special requests. Interaction with guests in person, phone, FS Chat and by email.

Perform Top VIP room inspections to make sure amenities, welcome cards and special touches have been arranged.

Coordinates arrivals, departures and billing requirements with Sales and Catering Department. Blocks rooms for arrivals and ensures and discrepancies are resolved. Reviews daily arrivals to ensure proper handling of Special Attention Guests, VIP Guests and Groups.

Work with communications department to assist in coordinating media / influencer reservations, internal alerts, and booking notes / guest details.

Accommodate guest requests from the ordinary to the extraordinary.

Assist operation to main service standards. Assists with duties in the absence of or due to heavy volume in areas of Guest Services, lobby coverage and phone coverage for ResComm.

Assist with Glitch follow up to guests on behalf of Executive Office.

Office supply ordering as needed through Birchstreet.

Perform other tasks or projects as assigned by management.

High school diploma or equivalent.

1-2 years of administrative support experience required in a similar position with Four Seasons or another organization. Supporting Executives highly desired.

Strong written and oral presentation skills.

Ability to multi-task in a high volume and demanding environment.

Strong computer skills Outlook, Excel, Word, PowerPoint, etc.

Strong problem-solving skills, ability to handle difficult situations and guests.

This position is not eligible for work sponsorship / visa. Candidates must possess valid US work authorization.

This position contingent upon successful completion of an administrative assessment facilitated by People & Culture.

Hourly rate : $25- $28

• Depending on experience

Competitive Salary & Benefits

Cigna medical and dental benefit options

8 weeks of New Parental Leave Pay after 1 year of employment

Excellent Training and Development opportunities

Complimentary accommodation at other Four Seasons Hotels and Resorts

Complimentary Employee Meals

401k Retirement Plans

Full Time availability (on-site)

Flexible for early morning, mid-day, and evening shifts in order to support 24 / 7 operational business needs

To apply, please create an account. There will be a short questionnaire for you to complete and a section for you to attach your Resume / CV and Cover Letter. Please attach your Resume / CV in PDF or Word format. Applications / Resumes will only be accepted on this website. Please do not email your information. Thank you for your understanding.

If you are a qualified individual with a disability or disabled veteran and need a reasonable accommodation to use or access our online system, please contact our People + Culture Office at jobs.napavalley@fourseasons.com.

Four Seasons is an Equal Employment Opportunity and Affirmative Action Employers. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status. To access the 'EEOC is The Law' Information poster please visit this website : Know Your Rights .