RWVMM - Executive Assistant

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

OUR PURPOSE AND CULTURE

We are driven to create a future where people and place enrich one another. We are wholly committed to rooting ourselves more deeply in every place we are in while setting new benchmarks for positive impact.

As a pioneering collective with a common purpose, we curate extraordinary moments and honor the soul of every place along our journey. At Rosewood Hotel Group, we answer The Calling. Together, we Make the Place.

THE TEAM

As part of the Administration and General team, this role provides high-level executive and administrative support to the Managing Director and serves as a trusted coordination point across the Executive Leadership Team. You will work closely with hotel leaders, regional and corporate stakeholders, ownership representatives, guests, and external partners to help the Managing Director remain organized, informed, and focused on the strategic and operational priorities of Rosewood Villa Magna.

YOUR ROLE

Reporting to the Managing Director, the Executive Assistant provides discreet, proactive, and highly organized support to the hotel's senior executive. You will manage a complex calendar, coordinate meetings and communications, prepare executive materials, support follow-through on key priorities, and help maintain effective relationships with internal and external stakeholders. Through sound judgment, confidentiality, warmth, and precision, you will represent the office of the Managing Director and contribute to the successful opening and operation of Rosewood Villa Magna.

HOW YOU'LL MAKE THE PLACE

• 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.

COULD THIS BE YOU?

• You bring experience as executive assistant, senior administrative, or comparable support experience, ideally within luxury hospitality or a high-touch service environment.
• You have successfully supported a senior executive while managing complex, confidential, and time-sensitive matters.
• You are exceptionally organized, detail-oriented, and known for strong prioritization and follow-through.
• You communicate with clarity and polish and can prepare executive-level correspondence, reports, and presentations.
• You demonstrate advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared document platforms.
• You exercise sound judgment, diplomacy, discretion, and professionalism with senior leaders and diverse stakeholders.
• You anticipate needs, work independently, and remain composed while balancing multiple priorities in a dynamic environment.
• You bring strong meeting, travel, event, records, and expense coordination capabilities.
• A bachelor's degree in Business Administration, Hospitality, Communications, or a related field is preferred, or equivalent professional experience.
• You are aligned with Rosewood's brand values and philosophy of Relationship Hospitality.

OUR COMMITMENT TO YOU

At Rosewood Hotel Group, your voice is heard - and valued. We're a community that encourages associates to be themselves, not fit into a fixed culture, and this philosophy shines through in our commitments to reflect and honor the history, culture and geography of our destinations. We're not only committed to building and nurturing genuine, long-lasting relationships but to transforming them - and our Diversity, Equity and Inclusion (DEI) strategy helps put these principles into practice.