Administrative Assistant, Design Services MEA - Fixed Term Contract (7 Months)

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: Four Seasons Hotels and Resorts is a global, luxury hotel management company. We manage over 130 hotels and resorts and 50 private residences in 47 countries around the world and growing. Central to Four Seasons employee experience and social impact programming is the company’s commitment to supporting cancer research, and the advancement of diversity, inclusion, equality and belonging at Four Seasons corporate offices and properties worldwide. At Four Seasons, we are powered by people and our culture enables everything we do. About The Role We currently have an opportunity for an experienced Administrative Assistant to join our Design Services team at the Four Seasons Corporate Office in Dubai on a 7-month fixed-term contract. Supporting a team of 10 colleagues, this is a busy and varied role where exceptional organization, attention to detail and the ability to stay one step ahead will be key. You will provide day-to-day administrative support across the team, with a particular focus on complex international business travel, meeting and diary coordination, expense management and general administration. What You Will Do Travel & Logistics • Coordinate complex international business travel for members of the Design Services team, including flights, accommodation, ground transportation and other travel requirements. • Prepare clear and detailed travel itineraries, bringing together meeting schedules, locations, contact information and relevant travel details. • Manage changes to travel arrangements, often at short notice, ensuring logistics remain seamless and colleagues are kept informed. • Track travel and maintain accurate travel records as required. Diary, Meetings & Team Coordination • Coordinate meetings across multiple locations and time zones, managing calendars and schedules to ensure effective use of the team's time. • Prepare meeting materials and information in advance of meetings, conference calls and business trips. • Arrange meeting rooms, virtual meeting links, catering and other meeting requirements. • Support the team with scheduling, coordination and follow-up of day-to-day priorities. • Assist with team events and other business activities as required. Expenses & Administration • Prepare and process expense reports accurately and within required timelines. • Support invoice processing, coding and other routine financial administration. • Manage correspondence, documentation and team records, maintaining accurate and organized filing systems. • Prepare and format reports, presentations and other business documents. • Support shared team inboxes, identifying urgent items and directing correspondence appropriately. • Maintain contact lists, databases and other team information. • Provide general administrative support to the wider Design Services team as required. What You Will Bring We are looking for someone who is highly organized, proactive and exceptionally capable administratively, with previous experience supporting a busy team or multiple senior stakeholders. You will be comfortable managing complex international travel arrangements, busy schedules, meetings and expenses, and able to confidently juggle multiple priorities without losing attention to detail. • Strong previous experience in an Administrative Assistant, Team Assistant, Executive Assistant or similar support role. • Excellent organizational and time-management skills, with the ability to prioritize effectively in a fast-moving environment. • Demonstrated experience coordinating complex international business travel and logistics. • Strong diary and meeting-management skills, including coordination across multiple time zones. • Experience preparing and processing expense reports and supporting general financial administration. • A high level of proficiency in Microsoft Office • Excellent written and verbal communication skills. • Strong attention to detail and a commitment to accuracy and quality. • A proactive approach, with the confidence to anticipate needs and take ownership of tasks. • Strong interpersonal skills, discretion and the ability to work effectively with colleagues and stakeholders from different cultures and backgrounds. What matters most is your ability to provide outstanding administrative support, manage competing priorities and help a busy team operate smoothly and efficiently. Show more Show less