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.