Executive Assistant

Meadowood-Napa-Valley; St. Helena (CA); On-site; USD 85,000 - 100,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

401(k) matching

Flexible spending account

Health savings account

Life insurance

Vacation

Sick Pay

Paid holidays (10)

Referral program

Daily employee meals

Uniforms

Job summary

Meadowood Napa Valley is seeking an Executive Assistant to support the General Manager and manage the GM's office, travel, and communications with guests, leadership, and staff. The role requires 3+ years of administrative experience in hospitality, strong organizational skills, and the ability to multitask in a demanding environment.

Candidates should be proactive, professional, and discreet, with a client‑focused mindset.

Qualifications

• Administrative experience as an Executive Assistant (3+ years) in hospitality.
• Proven ability to support senior leadership and coordinate complex calendars.

Responsibilities

• Act as liaison between the General Manager's Office and Leadership Committee Members, Department Heads and Staff.
• Assist with projects and duties to maintain the Executive Office.
• Arrange and schedule all meetings for the General Manager and coordinate travel arrangements.
• Set up final interviews and assist with candidate evaluation.
• Coordinate GM Office events, Leadership Committee meetings and special occasions.
• Schedule weekly Leadership and Operations Committee meetings and take minutes.
• Communicate with guests on behalf of the GM via letters, email, fax and phone.
• Order supplies and maintain equipment for the General Manager.
• Provide personal assistant support (travel, personal calendar, errands).
• Process guest amenities for VIP, anniversaries, and groups using the reservation system.

Skills

Executive support

Calendar management

Hospitality experience

Tools

Outlook

MS Teams

Excel

Word

Job description

At Meadowood, gracious hospitality defines the style of service and timeless, natural beauty, the sense of place. A rich company culture inspires staff to achieve the highest service standards in hospitality. Join the Meadowood team and experience the pride and teamwork of working alongside a dedicated team of professionals in a truly beautiful setting.

Position Summary:

The Executive Assistant provides assistance and support to the General Manager, often acting as a liaison with Meadowood guests, members, staff, the Meadowood Leadership Team, Southbridge, and the Napa Valley Reserve, by communicating directly and independently with all of the above. The Executive Assistant will be responsible for the management of the General Manager's office, Who's in Charge program and act as a personal assistant to the General Manager as needed.

Major Responsibilities & Work Activities:

• Act as the liaison between the General Manager's Office and Leadership Committee Members, Department Heads and Staff.
• Assist with projects tasks and duties needed to maintain the Executive Office.
• Arrange and schedule all meetings for the General Manager, maintain his calendar and organize travel arrangements, when necessary, both personal and professional.
• Set up applicant final interviews prior to candidates being hired.
• Coordinate General Manager's Office property functions including, Leadership Committee and Operations meetings and retreats, and any requested special events.
• Schedule and attend weekly Leadership and Operations Committee meetings, taking and distributing the minutes.
• Communicate directly with guests, on behalf of the General Manager when needed, via letter, e mail, fax and through telephone calls.
• Order supplies and maintain equipment as necessary for General Manager.
• Act as personal assistant to the General Manager, including tasks such as travel arrangements, bill paying, personal calendar coordination, drycleaning, etc.
• Execute the initial processing for all guest amenities including Repeat, VIP, Anniversary, Birthday, Honeymoon and Group VIP guests, including preparation of daily amenity cards & pre-arrival notation in the reservation using Visual One.

Cross Departmental Support

• Oversee all requests for trade, complimentary stays, or discounts from employees of other hotels as well as from MW staff to other properties.
• Maintain & update Meadowood property phone list.
• Maintain & distribute complimentary & donation gift certificates for the GM & the Donations Offices.
• Act as point of contact for cross-departmental items (such as MyRelais or Sustainability reports).
• Act as administrative support for other departments when requested by the GM.

Personal Characteristics Required:

• Bilingual, ability to speak Spanish preferred.
• Organized, intelligent, thoughtful and pro-active
• Honest and trustworthy, strong values
• Able to multi-task in a demanding environment
• Pleasant demeanor, gracious and welcoming
• Team player
• Patient, professional and polished
• Takes pride in being of service
• Interested in the Napa Valley
• Knowledgeable of business & social etiquette
• Polished & professional appearance
• Ability to build relationships with a diverse range of socioeconomic staff and members.
• Relies on experience and judgment to plan and accomplish goals.

Experience Required:

• Administrative experience as an Executive Assistant for 3+ years and work experience in the hospitality industry.
• Computer savvy with proficiency in Outlook, MS Teams, Excel, Word, etc.

Physical Demands of Position:

Sitting with extended computer use, light lifting of office supplies.

Working Conditions:

Standard office environment that involves at times heavy traffic of personnel.

Compensation:

The rate for this position is $85,000 - $100,000 annual salary

• This is the rate Meadowood Napa Valley reasonably expects to pay. Final compensation will depend on factors such as experience, education, and other job-related qualifications.
• Health insurance
• Vision insurance
• 401(k) matching
• Flexible spending account
• Health savings account
• Life insurance
• Vacation
• Sick Pay
• Paid holidays (10)
• Referral program
• Daily employee meals
• Uniforms

Meadowood is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Meadowood is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. Please let us know if you need any assistance or accommodations due to a disability.