Executive Assistant

Rosewood Calistoga; Calistoga (CA); On-site; USD 82,000 - 85,000; Full time

Benefits offered by this job

Zero-cost healthcare plan options

401(k) retirement savings program

15 days of paid time off and 7 paid-h

14 weeks of fully paid maternity and p

12 complimentary room nights annually

Complimentary employee meals and free

Onsite parking

Job summary

Rosewood Calistoga is seeking an Executive Assistant to the Managing Director to provide discreet, proactive support for the hotel's senior leadership. You will manage a complex calendar, coordinate meetings, prepare executive materials, and ensure effective communication across stakeholders.

You will coordinate travel, maintain confidential files, and assist with business plans and pre-opening priorities, while embodying Rosewood's Relationship Hospitality culture and professional standards.

Qualifications

• Five+ years of executive assistant or senior administrative support experience.
• Ability to handle confidential and time-sensitive matters with discretion.
• Highly organized with strong prioritization and follow-through.
• Clear and polished written and verbal communication for executive-level materials.
• Proficient with the Microsoft Office suite and collaboration tools.

Responsibilities

• Manage the Managing Director's calendar with calendar conflicts and prep time.
• Coordinate Executive Leadership Team meetings, agendas, logistics, minutes, and follow-ups.
• Prepare, review, and format correspondence, presentations, reports, and briefing documents.
• Monitor commitments and action items; provide timely reminders across departments.
• Coordinate domestic and international travel, itineraries, expenses, and related documents.
• Maintain confidential files, executive records, and contact lists.
• Support annual business plans, budgets, forecasts, and pre-opening priorities.

Skills

Executive support experience

Calendar management

Travel coordination

MS Office proficiency

Communication

Discretion and professionalism

Independence and multi-tasking

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

Executive Assistant - To The Managing Director

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 Calistoga.

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 Calistoga.

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 at least five years of 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 BENEFITS

As part of our team, you'll enjoy a thoughtfully designed benefits package that supports your wellbeing, professional growth, and life beyond work. Our offerings include:

• Zero-cost healthcare plan options
• 401(k) retirement savings program
• 15 days of paid time off and 7 paid holidays
• 14 weeks of fully paid maternity and paternity leave for eligible associates
• 12 complimentary room nights annually plus 50% off food and beverage experiences
• Complimentary employee meals and free onsite parking

In addition, we provide ongoing learning and development opportunities and access to global career pathways across Rosewood Hotels & Resorts, helping you build a rewarding and meaningful career.

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 committed to building, nurturing, and transforming genuine, long-lasting relationships, and our Diversity, Equity and Inclusion strategy helps put these principles into practice.

PAY TRANSPARENCY

The salary range for this position is $82,000 - $85,000 annually. This is the pay range that the company expects to pay for this position. This position may also be eligible for bonuses. Decisions regarding individual salaries will be based on several factors, such as experience, type of experience, location, and education.