Sales Administrative Assistant

Sales Administrative Assistant

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.

Your West Coast home away from home. Rolling foothills and postcard-worthy views of sun and surf surround our idyllic Residence Club, where families and pleasure-seekers of all ages come to play. Tucked away in the laid-back coastal town of Carlsbad, California, just half an hour north of San Diego, it offers miles of uncrowded beaches and some of the best golf courses in North America. Allow our pre-arrival Concierge to stock your villa's kitchen fully, sign up for group classes in our open-air Yoga Pavilion and stay as long as you'd like.

At Four Seasons Residence Club Aviara, the Sales Administrative Assistant is responsible for providing administrative support to the Sales, Catering, and Marketing/PR division while assisting in the organization of catering social and corporate events through the Seasons Restaurant.

Sales and Catering Support

• Assist with all guest inquiries within the sales and marketing department, including assisting with high telephone volume and site inspections.
• Perform various office administration responsibilities, including proposal and contract development, sales kit preparation, filing, faxing and email.
• Coordinate appointments and maintain appointment books daily.
• Process and follow-up on reservations and/or amenities for VIP guests.
• Prepare and submit expense reports and purchase orders.
• Handle guest complaints in the absence of the Manager and inform Manager as to action taken and follow up as required.
• Scan, fax, copy, and file materials for sales personnel.
• Receive and respond to incoming marketing, sales and catering telephone calls in accordance with Four Seasons Standards and assist with overflow calls as necessary.
• Follow up promptly with appropriate action to support telephone and personal sales calls.
• Organize month end reports.
• Follow up on all leads and maintain a good relationship with the WSOs and other Four Seasons.
• Ability to qualify prospective leads as to profitability.
• Sell all Residence Club services.
• Maintain and manage catering events calendar.
• Report and utilize Opera and Golden Sales and Catering.
• Create and modify Banquet Event Orders, group resumes, and extended stay resumes.
• Assist with hosting weekly BEO Meetings with F&B Management.
• Greet catering clients and introduce to F&B staff as needed.
• Create, design, and print custom menus and name cards for catering events.
• Perform other tasks or projects as assigned by Club management and staff.

Social Media & Marketing Support

• Oversee collateral supplies and facilitate fulfillment.
• Update and maintain press kits, files, photography as directed.
• Manage internal content calendar and coordinate content from operations staff.
• Monitor the Residence Club's presence on Social Media networks and websites, including review sites, in addition to other online communities. Ensure content is accurate with input and support from the Marketing and PR Coordinator.
• Ensure cyber-glitches and reviews are responded to in a timely manner as assigned by Marketing and PR Coordinator.
• Maintain and coordinate updates to Web Team for local site content as assigned by Marketing and PR Coordinator.
• Facilitate media requests, interviews, photo shoots, and maintain press clippings and media lists.
• Assist with building relationships and coordinating collaborations with digital influencers in conjunction with Marketing and PR Manager.
• Marketing and PR Coordinator and Executive Admin with editing and facilitating content pitches for My Residence Club.
• Ability to create and/or edit in house collateral promotional materials using power point, publisher, word and Adobe Creative Cloud applications.
• Perform other tasks or assignments as requested by a member of the management team.

What you bring:

• Strong reading, writing, and oral proficiency in the English language.
• Typing, filing and general secretarial skills.
• Proven to be highly organized with excellent attention to detail
• Previous experience in social media/marketing/public relations role preferred, hospitality experience beneficial
• Proficiency in Microsoft Office applications
• Experience in Adobe Creative Cloud applications preferred
• Basic photography and videography skills preferred
• College graduate

What we offer:

• Hourly Rate: $25.70
• 401(k) Retirement Savings Plan
• Excellent training and development opportunities
• Exclusive discount and travel programs with Four Seasons Hotels and Resorts
• Complimentary dry cleaning for employee uniforms
• Complimentary employee meals

Schedule & Hours:

• Full time
• Days

Four Seasons is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply.