Executive Assistant - Temporary (12 Months)

Job summary

The Executive Assistant will manage the Executive Office's calendar, correspondence, and meetings while acting as a key liaison between leadership and stakeholders. They will also coordinate cross-functional initiatives, VIP stays, and administrative processes to ensure operational efficiency.

Job details

Company Description Recognized as the #1 Best Canadian Hotel in Travel + Leisure's 2025 and 2026 World's Best Awards, Fairmont Empress is located in Victoria, BC, overlooking the city's sparkling Inner Harbour. A Forbes recommended and MICHELIN key hotel that offers 431 beautifully appointed guest rooms and suites, Fairmont Spa with signature West Coast experiences, and Q at the Empress featuring Pacific Northwest cuisine, an award-winning wine list, and regionally focused cocktail culture. World-famous Tea at the Empress is served in the Lobby Lounge with stunning harbour views. The magnificent property completed a $60+ million restoration in 2017 that celebrated its proud history while moving the hotel into a new era of modern luxury and transforming the iconic property into a must-visit destination. In 2023, the property introduced a revamped Fairmont Gold Experience, including a major renovation to the Fairmont Gold floor. 88 Fairmont Gold rooms and a newly renovated lounge are ready to accommodate guests. Located on Vancouver Island, Canada's Castle on the Coast is the ideal starting point to explore British Columbia's stunning natural and expansive beauty. Historic Hotels Worldwide recognizes the property's prestigious grounds as the Top 25 Most Magnificent Gardens in the World. Job Description What you will be doing Manage and prioritize the Executive Office’s calendar, appointments, meetings, correspondence and competing priorities. Act as a key liaison between the Executive Office, hotel leaders and internal and external stakeholders. Drive follow-through on action items, commitments and deadlines across hotel departments, proactively following up with leaders to support timely completion. Coordinate cross-functional initiatives, ensuring clear ownership, appropriate follow-up and escalation of time-sensitive or outstanding matters. Utilize Microsoft Copilot to improve efficiency and productivity, continuously identifying opportunities to evolve repeatable work from manual processes and templates toward automated workflows and AI agents where appropriate. Coordinate Executive Committee and leadership meetings, including scheduling, agendas, materials, minutes and follow-up on resulting action items. Draft and coordinate correspondence and communications on behalf of the Executive Office, including guest, colleague and external communications. Coordinate VIP stays, including reservations, amenities, welcome correspondence, preferences and special requests, in partnership with operational teams. Serve as a key point of contact for Corporate and Ownership VIP stays, ensuring seamless planning, communication and execution across hotel departments. Own and coordinate the Voice of Guest feedback process, including responses, operational follow-up and identification of recurring trends or service gaps. Manage gift certificate, donation and community requests, including approvals, issuance, correspondence and associated follow-up. Coordinate leadership, executive and colleague events, as well as Executive Office travel arrangements, as required. Maintain confidential Executive Office records, correspondence, trace systems and administrative processes, ensuring outstanding matters remain visible and are followed through to resolution. Provide general Executive Office administration and support as required, including incoming requests, mail, records and office coordination. Competitive Salary starting at $60,200. Final compensation will be determined based on skills, relevant experience, and alignment with the role’s core and advanced competencies. Candidates with deeper expertise or specialized knowledge may be placed toward the upper portion of the range Qualifications Your experience and skills include Minimum of 3 years of executive administration experience, preferably within a hotel or similarly fast-paced environment. Previous operational experience in Rooms or Food & Beverage is an asset, with a solid understanding of luxury hotel operations and guest service excellence. Exceptional organizational skills with the ability to manage competing priorities, anticipate needs and meet deadlines. Strong initiative and follow-through, with the confidence to coordinate across teams and maintain accountability for deliverables. Excellent interpersonal, written and verbal communication skills, with a professional and polished approach. Sound judgment and demonstrated ability to handle confidential and sensitive information with discretion. Ability to build effective working relationships with senior leaders, colleagues, guests and external stakeholders. Strong attention to detail and ability to work independently while remaining highly collaborative. Advanced proficiency in Copilot, Microsoft Outlook, Word, Excel and PowerPoint. Must be legally eligible to work in Canada. Additional Information Visa Requirements: Must be legally eligible to work in Canada. The hotel is unable to assist candidates in obtaining Canadian work authorization. Your team and working environment: Welcome to Canada’s Castle on the Coast. The Empress Hotel sits proudly at the centre of culture and history in Victoria, British Columbia. This is the best of all worlds – where contrast meets distinction, opulence blends harmoniously with the understated and fabled history meshes with contemporary affairs. This award-winning Victoria hotel and National Historic Site is an alluring blend of classic and contemporary, vintage and cutting-edge: Where Modern meets Iconic. Come join our wonderful team of hospitality experts! Our commitment to Diversity & Inclusion: We are an inclusive company and our ambition is to attract, recruit and promote diverse talent. Why work for Accor? We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities. By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit https://careers.accor.com/ Do what you love, care for the world, dare to challenge the status quo! #BELIMITLESS Job-Category: Administration & Support Job Type: Temporary Job Schedule: Full-Time

What you’ll do

The Executive Assistant will manage the Executive Office's calendar, correspondence, and meetings while acting as a key liaison between leadership and stakeholders. They will also coordinate cross-functional initiatives, VIP stays, and administrative processes to ensure operational efficiency.

Requirements

Candidates must have a minimum of 3 years of executive administration experience, preferably within the hospitality industry. Proficiency in Microsoft Office Suite and Copilot is required, along with exceptional organizational and communication skills.

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• Communication Skills · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive administration
• Calendar management
• Stakeholder liaison
• Microsoft Copilot
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Event coordination
• Communication skills
• Organizational skills
• Attention to detail
• Confidentiality
• Project coordination
• Time management
• Office Administration
• Accountability
• Organizational Skills
• Ability To Meet Deadlines
• Follow Through
• Workflow Automation
• Planning
• AI Agents
• Communication
• Leadership
• Renovation
• Travel Arrangements
• Verbal Communication Skills
• Scheduling
• Coordinating
• Reservations
• Historic Site
• Detail Oriented

Job areas

• Administrative
• Hospitality
• Management & Leadership
• Customer Service & Support
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants

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