Executive Assistant - To The Managing Director

Rosewood Hotel Group • Calistoga, CA

2d • $82,000 - $85,000

About The Position

The Executive Assistant provides discreet, proactive, and highly organized executive and administrative support to the Managing Director of Rosewood Calistoga. Reporting to the Managing Director, the role manages a complex calendar, coordinates meetings and communications, prepares executive materials, tracks follow-through on priorities, and supports relationships with internal and external stakeholders. The Executive Assistant works closely with hotel leaders, regional and corporate stakeholders, ownership representatives, guests, and external partners, helping the Managing Director stay organized, informed, and focused on strategic and operational priorities.

The role supports the successful opening and operation of Rosewood Calistoga. It requires sound judgment, confidentiality, warmth, precision, and the ability to represent the Managing Director’s office professionally. The position is part of the Administration and General team and contributes to the hotel’s culture, values, purpose, and commitment to Relationship Hospitality.

Requirements

• At least five years of executive assistant, senior administrative, or comparable support experience.
• Experience supporting a senior executive while managing complex, confidential, and time-sensitive matters.
• Exceptional organization, attention to detail, prioritization, and follow-through.
• Clear, polished communication skills and ability to prepare executive-level correspondence, reports, and presentations.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared document platforms.
• Sound judgment, diplomacy, discretion, and professionalism with senior leaders and diverse stakeholders.
• Ability to anticipate needs, work independently, remain composed, and balance multiple priorities in a dynamic environment.
• Strong meeting, travel, event, records, and expense coordination capabilities.
• Alignment with Rosewood’s brand values and philosophy of Relationship Hospitality.

Nice To Haves

• Executive assistant, senior administrative, or comparable support experience in luxury hospitality or a high-touch service environment.
• Bachelor’s degree in Business Administration, Hospitality, Communications, or a related field; equivalent professional experience is also accepted.

Responsibilities

• Manage the Managing Director’s calendar, appointments, priorities, and daily schedule, resolving conflicts and ensuring preparation time.
• Coordinate Executive Leadership Team meetings, ownership meetings, business reviews, and other 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, provide timely reminders, and support 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 securely and in an organized 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.

Benefits

• 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
• Ongoing learning and development opportunities
• Access to global career pathways across Rosewood Hotels & Resorts
• May be eligible for bonuses

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed