Four Seasons Hiring for Administrative Assistant, Design (EMEA) Job at Dubai Full Time

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.”