Executive Administration and Accounting Assistant

Rosewood Hotel Group; Menlo Park (CA); On-site; USD 41,865 - 46,507; Full time

Job summary

Rosewood Hotel Group seeks an Administrative Assistant in Menlo Park, California, to support the Managing Director and Finance office. The role includes managing calendars, coordinating meetings, and maintaining organized filing systems.

The ideal candidate has 2-4 years of administrative experience in a luxury hospitality environment and possesses exceptional organizational and communication skills. Pay for this position ranges from $30.39 to $33.76 per hour, based on experience and qualifications.

Qualifications

• 2-4 years of administrative experience in hospitality or luxury service.
• Experience supporting senior leadership is required.
• Fluency in English required.

Responsibilities

• Manage the Managing Director’s daily calendar and appointments.
• Coordinate internal and external meetings, including logistics.
• Prepare and format professional correspondence and reports.
• Handle communication for the Managing Director’s office.
• Arrange domestic and international travel itineraries.
• Take detailed notes in meetings and document action items.
• Process and reconcile expense reports.
• Maintain organized filing systems for executive documents.

Skills

Organizational skills

Interpersonal skills

Communication skills

Detail-oriented

Problem-solving skills

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

OVERVIEW / BASIC FUNCTION

The Administrative Assistant to the Managing Director / Regional Vice President and Area Director of Finance is responsible for providing comprehensive administrative and operational support to the Managing Director’s and Finance office. This role ensures the efficient management of executive priorities, facilitates communication across departments, and supports the successful execution of business initiatives.

The position requires a high level of discretion, organization, attention to detail, and the ability to manage multiple priorities in a fast-paced, service-driven environment. This position requires exercising independent judgment to resolve routine administrative and operational issues while escalating more complex matters appropriately.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Administrative

• Manage the Managing Director’s daily calendar, including scheduling meetings, prioritizing appointments, resolving conflicts, and ensuring optimal time management.
• Coordinate internal and external meetings by organizing logistics such as meeting space, virtual platforms, agendas, presentation materials, and refreshments.
• Prepare, edit, and format professional correspondence, reports, presentations, and other business documents with a high degree of accuracy and confidentiality.
• Serve as a primary point of contact for the Managing Director’s office, handling incoming calls, emails, and requests, and redirecting or responding as appropriate.
• Arrange and coordinate domestic and international travel, including transportation, accommodation, and detailed itineraries.
• Attend meetings as assigned to take detailed notes, document action items, and ensure timely follow-up.
• Process and reconcile expense reports in accordance with company policies and timelines.
• Maintain organized and confidential filing systems (electronic and physical) for executive documents.
• Coordinate VIP guest arrangements, including reservations, special requests, and follow-up communications.
• Act as a liaison between the Managing Director and internal departments, ensuring timely communication and follow-through on key initiatives.
• Other duties assigned by the Managing Director.

Accounting Assistant

• Assist with managing accounts payable and receivable activities.
• Assist with invoices, payments, and account reconciliations.
• Assist with maintaining accurate financial records and documentation.
• Assist with financial reporting and month-end close.
• Assist with expense reimbursement processes.
• Respond to vendor and customer billing inquiries.
• Ensure compliance with accounting procedures and internal controls.
• Provide administrative support to accounting and management teams.
• Other duties assigned by the Area Director of Finance.

QUALIFICATIONS

Experience

• 2-4 years of administrative experience, preferably supporting executive leadership within hospitality, luxury service, or a similar fast-paced environment.
• Experience supporting senior leadership or executive-level roles required.

Education

• Bachelor’s degree preferred.

Skills & Competencies

• Strong organizational, multitasking, and time management skills.
• Exceptional interpersonal and communication skills.
• High level of professionalism, discretion, and confidentiality.
• Ability to prioritize in a fast-paced, luxury service environment.
• Detail-oriented with strong follow-through.
• Strong problem-solving and critical-thinking skills.
• Ability to work independently while maintaining strong collaboration across departments.

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with scheduling, expense management, and document management systems preferred.
• Typing proficiency (minimum 50-60 WPM preferred).

Language

• Fluency in English required.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to lift up to 20 lbs.
• Ability to move throughout various work areas and interact with associates, guests, and business partners.

KEY ATTRIBUTES

• Brand ambassador who embodies the company culture and values.
• Service-oriented mindset with strong emotional intelligence.
• Highly adaptable and proactive.
• Collaborative team player with a positive attitude.
• Exercises sound judgment and maintains strict confidentiality.
• Anticipates needs and takes initiative to support executive priorities.

Rosewood Sand Hill provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Pay: The pay range for this position is $30.39 to $33.76 per hour. This is the pay range for this position that the Hotel reasonably expects to pay. Decisions regarding individual salaries will be based on a number of factors, such as experience, type of hotel luxury experience, location, and education.