Executive Assistant

Relais & Châteaux

St. Helena (CA)

On-site

USD 85,000 - 100,000

Full time

4 days ago

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Benefits offered by this job

Health insurance

Vision insurance

Dental insurance

401(k) matching

Employee discounts

Flexible spending account

Health savings account

Life insurance

Pet insurance

Vacation

Sick Pay

Paid holidays (10)

Referral program

Daily employee meals

Uniforms

On site parking

Wine classes

Job summary

Meadowood Napa Valley seeks an Executive Assistant to the General Manager to support daily operations, coordinate meetings, and liaise with guests and leadership across the Meadowood organization. This role requires strong administrative experience in hospitality and proficiency with Outlook, MS Teams, Excel and Word.

Responsibilities include managing the GM's calendar, travel, event coordination, and handling personal/office tasks; bilingual ability in Spanish is preferred.

Qualifications

Administrative experience as an Executive Assistant in hospitality is required.
Proficiency with Microsoft Office and communication tools.
Ability to coordinate schedules and travel for senior leadership.

Responsibilities

Manage General Manager's calendar and travel arrangements.
Coordinate meetings, take minutes, and distribute notes.
Serve as liaison with guests, staff and leadership teams.
Assist with special projects and cross-departmental requests.
Prepare daily amenity processing and guest communications as needed.

Skills

Bilingual (Spanish preferred)

Organized

Communication

Proactive

Team player

Education

College degree desirable

California Driver's license

Tools

Outlook

MS Teams

Excel

Word

Job description

Napa Valley is admired the world over for a lifestyle grounded in agriculture, viticulture, cuisine and the art of hospitality. The mild climate and natural beauty of our region make it a desirable place to be all year round. Each season brings new opportunities to plant, grow and reap a harvest, whether grapes, produce or flowers. No matter the season, the bounty harvested from our vineyards, orchards and gardens is cause of celebration, preferably in the form of a meal with family, friends, and guests that will become friends.

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.

Job Description

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:

General Manager Support

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.

Qualifications

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
Positive attitude
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.

Education, Certifications, Licenses, Registrations:

Valid California Drivers license, College degree desirable.

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.

Additional Information

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.

Benefits: