Executive Administrative Assistant, Resort Okinawa

Job description

About Four Seasons: 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. About the location: Set along 100 acres of pristine beachfront on Okinawa’s west coast, Four Seasons Resort and Private Residences Okinawa will introduce a new expression of resort living in Japan. Designed in harmony with the island’s natural landscape and cultural heritage, the resort will feature guest rooms, private villas, residences, and a beach club, all connected through walkable gardens and open spaces. With a focus on thoughtful design, connection to nature, and the signature service that defines Four Seasons, the resort will offer both guests and team members the opportunity to be part of something truly special in one of Japan’s most unique destinations. Four Seasons Residences Okinawa Set along 100 acres of pristine beachfront on Okinawa’s west coast, Four Seasons Resort and Private Residences Okinawa will introduce a new expression of resort living in Japan. Designed in harmony with the island’s natural landscape and cultural heritage, the resort will feature 120 hotel guest rooms,5 hotel villas, 28 private villas, 124 residences, and a beach club, all connected through walkable gardens and open spaces. With a focus on thoughtful design, connection to nature, and the signature service that defines Four Seasons, the resort will offer both guests and team members the opportunity to be part of something truly special in one of Japan’s most unique destinations. As one of the leaders in branded residences since 1985, Four Seasons currently operate 59 residential properties around the world and 80% of the projects in our pipeline contain a residential component. About the role The Executive Administrative Assistant provides comprehensive support and clerical expertise to the Executive Office, ensuring all guest and employee inquiries are handled with confidentiality, efficiency, courtesy, and professionalism to achieve the highest levels of satisfaction while upholding Four Seasons standards. This role assists the General Manager and Hotel Manager with their administrative duties, supports operational projects across the hotel, and contributes to quality assurance initiatives that drive continuous improvement. What you will do Provide comprehensive administrative support to the General Manager and Hotel Manager, including calendar management, correspondence, translation, filing systems, meeting agendas, travel arrangements, payroll records, and issuance of hotel vouchers. Coordinate communication on behalf of the Executive Office, including handling calls, emails, guest feedback channels and Elite Guest/VIP program follow-up. Review and analyze guest satisfaction surveys and feedback, summarize recurring issues, and prepare reports and presentations for the Planning Committee and corporate visits if applicable. Attend selected meetings, record accurate minutes, and distribute accordingly. Maintain confidentiality of sensitive hotel, guest, and employee information at all times. Manage office organization, supplies, and records to ensure smooth daily operations. Work harmoniously and professionally with colleagues, guests, and external partners, embodying the Four Seasons Golden Rule. Strong communication skills with the ability to write and speak in polished, professional English and Japanese, excellent grammar and vocabulary. Demonstrated knowledge of executive office administration with proven ability to support senior leadership effectively. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, Outlook, Teams). High attention to detail, accuracy, and organizational skills; able to manage multiple priorities in a dynamic environment. Service-oriented with the ability to anticipate needs and provide outstanding support to internal and external stakeholders. High level of professionalism, integrity, and discretion in handling confidential matters. Flexible and resourceful, with proven ability to adapt leadership style to varied operational situations involving both guest and house needs. Sociable, approachable, and helpful personality; maintains a positive and professional demeanor in all interactions. What you bring Education A university degree or equivalent experience is required Experience Minimum of 3 years in Executive Office Administration in hospitality, service or luxury industry. F&B or Rooms operational experience preferred. What we offer: • Competitive Salary, wages, and a comprehensive benefits package • Excellent Training and Development opportunities • Employee Discount for stays at any Four Seasons worldwide • Complimentary Dry Cleaning for Employee Uniforms • Complimentary Employee Meals Schedule & Hours: Full time Visa Requirements Must already possess a valid work authorization in Japan.