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.

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.

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.

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:

• 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