Executive Assistant

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.

Responsibilities

Position Summary:; 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.

Requirements

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.