Executive Assistant

General Information Country/Region United States of America Province/City Calistoga Hiring  Entity Rosewood Calistoga Department Executive  Office Job Type Full-time Permanent

Job Description Executive Assistant - To The Managing DirectorOUR PURPOSE AND CULTUREWe are driven to create a future where people and place enrich one another. We are wholly committed to rooting ourselves more deeply in every place we are in while setting new benchmarks for positive impact.

As a pioneering collective with a common purpose, we curate extraordinary moments and honor the soul of every place along our journey. At Rosewood Hotel Group, we answer The Calling. Together, we Make the Place.

THE TEAMAs part of the Administration and General team, this role provides high-level executive and administrative support to the Managing Director and serves as a trusted coordination point across the Executive Leadership Team. You will work closely with hotel leaders, regional and corporate stakeholders, ownership representatives, guests, and external partners to help the Managing Director remain organized, informed, and focused on the strategic and operational priorities of Rosewood Calistoga.

YOUR ROLE Reporting to the Managing Director, the Executive Assistant provides discreet, proactive, and highly organized support to the hotel's senior executive. You will manage a complex calendar, coordinate meetings and communications, prepare executive materials, support follow-through on key priorities, and help maintain effective relationships with internal and external stakeholders. Through sound judgment, confidentiality, warmth, and precision, you will represent the office of the Managing Director and contribute to the successful opening and operation of Rosewood Calistoga.

HOW YOU'LL MAKE THE PLACE Manage the Managing Director's calendar, appointments, priorities, and daily schedule, resolving conflicts and ensuring appropriate preparation time.

Coordinate Executive Leadership Team meetings, ownership meetings, business reviews, and 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, providing timely reminders and supporting 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 in an organized and secure 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.

COULD THIS BE YOU?

You bring at least five years of executive assistant, senior administrative, or comparable support experience, ideally within luxury hospitality or a high-touch service environment.

You have successfully supported a senior executive while managing complex, confidential, and time-sensitive matters.

You are exceptionally organized, detail-oriented, and known for strong prioritization and follow-through.

Y…