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

Role Overview

Administrative Assistant, Design Services MEA – a 7-month fixed-term contract role at Four Seasons Corporate Office in Dubai, supporting a team of 10 colleagues within the Design Services department.

Company Overview

Four Seasons is a global luxury hotel management company operating over 130 hotels and resorts and 50 private residences across 47 countries. The company is powered by its people and is committed to supporting cancer research and advancing diversity, inclusion, equality and belonging across all corporate offices and properties worldwide.

Role Purpose

Provide comprehensive day-to-day administrative support to the Design Services team, with a focus on managing complex international business travel, meeting and diary coordination, expense management, and general administration across multiple locations and time zones.

Key Responsibilities

Travel & Logistics

• Coordinate complex international business travel for Design Services team members, 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 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 team 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.

Qualifications & Experience

• Strong previous experience in an Administrative Assistant, Team Assistant, Executive Assistant or similar support role.
• 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.

Skills & Competencies

• Excellent organizational and time-management skills, with the ability to prioritize effectively in a fast-moving environment.
• High level of proficiency in Microsoft Office.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy and quality.
• Proactive approach, with confidence to anticipate needs and take ownership of tasks.
• Strong interpersonal skills, discretion and ability to work effectively with colleagues and stakeholders from different cultures and backgrounds.

Additional Information

• Contract type: Fixed-term contract, 7 months.
• Location: Four Seasons Corporate Office, Dubai.