Interim Office Manager
Accor DE/DE
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Descripción de la vacante
Fairmont Jasper Park Lodge is seeking an organized Office Manager to transform how the Sales & Marketing division operates, leveraging Microsoft 365, Power Automate and other approved technologies to streamline meeting minutes, action tracking and reporting.
Reporting to the Director of Sales & Marketing, you will oversee administrative operations, budgeting, events and VIP coordination while maintaining confidentiality and driving efficiency across the team.
Formación
- Previous experience in office management or executive assistance.
- Excellent organizational and time-management skills with the ability to handle multiple priorities.
- Strong proficiency with Microsoft 365 apps (Outlook, Excel, Word, PowerPoint, Teams, SharePoint).
- Experience implementing automated workflows (Power Automate) and templated processes.
- Experience with monthly reporting, budgeting and administrative financial controls.
- Professional, proactive and confidential handling of information.
Responsabilidades
- Oversee daily administrative operations of the Sales & Marketing office ensuring an organized, efficient environment.
- Coordinate supplies, inventory, marketing collateral, purchasing and ordering.
- Prepare and consolidate monthly reports for department heads.
- Support expense tracking, invoice processing, budget reconciliation and monthly reporting.
- Maintain calendars, databases and shared resources; liaise across departments.
- Coordinate events and VIP/logistical arrangements for media, influencers and group visits.
- Provide executive support to the Director of Sales & Marketing and maintain confidentiality.
Conocimientos
Herramientas
Descripción del empleo
Experience luxury, adventure, and the great outdoors at Fairmont Jasper Park Lodge; where the stunning Canadian Rockies are your backyard. Take your career to new heights while surrounded by breathtaking landscapes, world-class hospitality, and endless opportunities to explore. This is more than just a job, it’s a chance to live, work, and thrive in a place like no other. Join us and make every day an unforgettable adventure!
Fairmont Jasper Park Lodge has just completed the a multi-phase resort transformation, including all new venues, refreshed spaces, and evolving service models. Restaurant, Bar & Guest Services teams will be working in newly renovated spaces, with updated layouts, technology, and guest flow.
Fairmont Jasper Park Lodge has entered a remarkable new chapter, unveiling a reimagined mountain experience shaped by a landmark multi-phase transformation. This is a rare opportunity to help define one of Canada's most iconic luxury resorts, where nature, heritage, and elevated hospitality come together to create unforgettable guest experiences.
We are seeking a highly organized, technologically savvy and forward-thinking Office Manager to help transform how our Sales & Marketing division operates at Fairmont Jasper Park Lodge. Following a landmark $100 million transformation that ushers in a new era of alpine luxury, we are looking for someone who can bring the same spirit of innovation to the way our team works behind the scenes.
Reporting to the Director of Sales & Marketing, this role combines executive administrative support, office management and operational coordination with a strong mandate to modernize departmental processes through technology, automation and smarter ways of working. Beyond managing daily administrative responsibilities, the successful candidate will identify inefficiencies, challenge existing workflows and implement practical solutions that improve collaboration, accountability and productivity across the division.
If you are a natural problem-solver who sees opportunities where others see repetitive tasks, enjoys building systems and knows how to leverage technology to make teams more effective, this is an opportunity to create meaningful and lasting change within one of Canada's most iconic luxury resorts.
Responsibilities and essential job functions include but are not limited to the following:
- Oversee daily administrative operations of the Sales & Marketing office, ensuring an organized, efficient and welcoming working environment.
- Coordinate office supplies, departmental inventory, marketing collateral, purchasing and ordering.
- Prepare and consolidate monthly reports for all department heads within the Sales & Marketing division, ensuring accuracy, consistency and timely submission.
- Support departmental expense tracking, invoice processing, budget reconciliation and monthly financial reporting.
- Maintain departmental calendars, databases, shared resources and reporting tools.
- Coordinate administrative requests and communication between Sales, Marketing, Public Relations, Conference Services and hotel operations.
- Support departmental events, special projects and operational priorities as required.
- Evaluate existing workflows and implement practical solutions that reduce repetitive administrative tasks and improve team efficiency.
- Leverage Microsoft 365, Power Automate and other approved technologies to streamline meeting minutes, action tracking, inventory controls, expense management and monthly reporting.
- Develop standardized digital templates and workflows for FAM budgeting, office supply requests, purchasing and approvals.
- Create centralized tools that improve visibility, communication and accountability across the division.
- Document new processes and provide training to ensure improvements are sustainable beyond the temporary assignment.
- Coordinate administrative and logistical arrangements for visiting media, influencers, travel advisors and group familiarization trips.
- Support itinerary development, room reservations, transportation, dining arrangements and on-property experiences.
- Coordinate VIP amenities, welcome gifts and room drops in collaboration with operational departments.
- Maintain accurate records of hosted visits, budgets, expenses and departmental follow-up.
- Support the coordination of site inspections, special events and Sales & Marketing activations.
- Support departmental Employee Engagement Survey (EES) action plans through improved communication, organization and follow-through on agreed initiatives.
- Help establish effective meeting structures, shared calendars and planning processes that provide greater clarity around departmental priorities and deadlines.
- Support team recognition initiatives, celebrations and activities that strengthen connection and morale across the division.
- Provide executive administrative support to the Director of Sales & Marketing, coordinating and communicating calendars, meeting minutes and follow-up to ensure accountability and timely execution.
- Anticipate administrative requirements and proactively support divisional leadership in managing priorities and deadlines.
- Handle confidential information and sensitive matters with professionalism and discretion.
- Previous experience in office management, executive assistance, business administration or a related coordination role, preferably within hospitality.
- Exceptional organizational and time-management skills, with the ability to manage multiple priorities and competing deadlines.
- Strong proficiency in Microsoft 365 applications, including Outlook, Excel, Word, PowerPoint, Teams and SharePoint.
- Experience implementing automated workflows using Power Automate, Microsoft Forms, Planner or similar tools considered a strong asset.
- Experience with monthly reporting, expense management, budgeting and administrative financial controls.
- A proactive, resourceful and solutions-oriented mindset, with a demonstrated ability to identify and implement process improvements.
- Excellent written and verbal communication skills, with strong attention to detail and a high degree of professionalism.
- A naturally positive, approachable and collaborative personality, with the ability to build trust and strong working relationships across departments.
- Demonstrated commitment to employee engagement, teamwork and creating an inclusive and supportive workplace culture.
- Ability to exercise sound judgment, maintain confidentiality and work independently with minimal supervision.
- Adaptable and comfortable working in a fast-paced environment with evolving priorities.
- Previous experience supporting senior leadership or working within luxury hospitality considered an asset.
- Acts as a positive ambassador for the team and corporate culture, fostering collaboration, trust and mutual respect.
Join our team and enjoy a range of exclusive colleagueperks, including complimentary upgrades, extended stays, discounted stays across Fairmont & Raffles properties, specialdiningand wellness discounts, and added luxuries to enhance your experience. We believe in taking care of our team, ensuring that your hard work is rewarded with exceptional benefits.In addition,
- Annual salary of$58,000 to $62,000
- Subsidized staff accommodation provided on-site for full time status employees
- One complimentary meal per shift in our staff cafeteria (additionalmeals can bepurchasedat a subsidized rate)
- Comprehensive benefits package (Medical, Vision & Dental) including extended benefits like; Mental Health, Orthodontics for full time permanent status employees
- Defined Contribution Pension Plan with employer matching up to 5% of annual earnings for full time permanent status employees
- Employee travel program with discounts on room rates as well as on food & beverage at Fairmont & Accor properties world-wide
- Access to the Mountain Explorer Travel Program – exclusive room rates for colleagues, which includes 50% off all food & beverage when staying at Fairmont Resorts in Lake Louise, Banff & Whistler
- Discounts while using our resort’s Food & Beverage Outlets, Fitness Centre, Spa and Fairmont Jasper Park Lodge Golf Courses.
- Annual salary of$58,000 to $62,000
- Subsidized staff accommodation provided on-site for full time status employees
- One complimentary meal per shift in our staff cafeteria (additionalmeals can bepurchasedat a subsidized rate)
- Comprehensive benefits package (Medical, Vision & Dental) including extended benefits like; Mental Health, Orthodontics for full time permanent status employees
- Defined Contribution Pension Plan with employer matching up to 5% of annual earnings for full time permanent status employees
- Employee travel program with discounts on room rates as well as on food & beverage at Fairmont & Accor properties world-wide
- Access to the Mountain Explorer Travel Program – exclusive room rates for colleagues, which includes 50% off all food & beverage when staying at Fairmont Resorts in Lake Louise, Banff & Whistler
- Discounts while using our resort’s Food & Beverage Outlets, Fitness Centre, Spa and Fairmont Jasper Park Lodge Golf Courses.
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