Executive Assistant to the Managing Director

Rosewood Hotel Group; Madrid; On-site; EUR 52,000 - 70,000; Full time

Job summary

Rosewood Villa Magna in Madrid seeks an accomplished Executive Assistant to provide discreet, proactive support to the Managing Director. You will manage a complex calendar, coordinate meetings, and prepare executive materials, ensuring seamless operations and strategic focus for the leadership team.

In this role, you will coordinate domestic and international travel, maintain confidential files, and liaise with stakeholders across regions and corporate offices.

Qualifications

• Experience as executive assistant, senior administrative, or comparable support within luxury hospitality or high-touch service environments.
• Able to manage complex, confidential, and time-sensitive matters for senior executives.
• Excellent organizational skills with strong prioritization and follow-through.
• Clear, polished written and verbal communication for executive-level correspondence, reports, and presentations.
• Proficient with Microsoft Office suite and collaborative document platforms.
• Aligned with Rosewood's brand values and Relationship Hospitality philosophy.

Responsibilities

• Manage the Managing Director's calendar, appointments, priorities, and daily schedule, resolving conflicts and ensuring appropriate preparation time.
• Coordinate Executive Leadership Team meetings, ownership meetings, business reviews, and key forums, including agendas, materials, logistics, minutes, and follow-up actions.
• Prepare, review, format, and organize correspondence, presentations, reports, briefing documents, and executive communications.
• Monitor commitments, decisions, and action items, providing timely reminders and supporting completion across departments.
• Serve as a professional and welcoming point of contact for colleagues, guests, ownership representatives, regional and corporate leaders, and external partners.
• Coordinate domestic and international travel, itineraries, transportation, accommodations, expense reports, invoices, and related documentation.
• Maintain confidential files, executive records, contact lists, and document-control systems in an organized and secure manner.
• Support annual business plans, budgets, forecasts, capital reviews, operational presentations, special projects, and pre-opening priorities.
• Coordinate property tours, executive visits, associate events, community engagements, and special functions involving the Managing Director.
• Anticipate administrative and logistical needs, identify potential issues, and recommend practical solutions before they affect executive priorities.
• Model Rosewood's culture, values, purpose, and commitment to Relationship Hospitality in every interaction.

Skills

Calendar management

Travel coordination

Executive support

Confidential handling

Stakeholder management

Communication skills

Independent work

Discretion

Education

Bachelor's degree in Business Administration, Hospitality, Communications, or related field

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Shared document platforms

Job description

Rosewood Villa Magna in Madrid seeks an accomplished Executive Assistant to provide discreet, proactive support to the Managing Director. You will manage a complex calendar, coordinate meetings, and prepare executive materials, ensuring seamless operations and strategic focus for the leadership team.

In this role, you will coordinate domestic and international travel, maintain confidential files, and liaise with stakeholders across regions and corporate offices.