Administrative Assistant

ADMINISTRATIVE ASSISTANT

Yountville, CA

Nestled on 22 acres of breathtaking landscapes in the heart of Napa Valley, Estate Yountville is not only a luxurious retreat but has also been named one of the best hotels in California by Condé Nast Traveler in 2024\. Voted the most beautiful boutique hotel in Napa Valley, the Estate is a true gem, offering 192 elegantly appointed guest rooms, a private vineyard, and world\-class amenities. Guests enjoy two serene pools, a spa with 12 luxurious treatment rooms and suites, and over 55,000 square feet of exceptional event spaces. With culinary offerings that harmonize the bounty of Northern California with European elegance, Estate Yountville invites you to experience a haven of exclusivity and refined beauty.

This is a temporary role with a May start date.

JOB SUMMARY

We are seeking a highly organized and detail\-oriented Administrative Assistant to support our executive and management teams in the day\-to\-day operations of the hotel. The ideal candidate will possess excellent communication skills, the ability to multitask, and a strong understanding of hotel administration.

ESSENTIAL JOB RESPONSIBILITIES

• Provide administrative support to hotel management and executives, including scheduling meetings, managing calendars, and handling correspondence
• Assist with the preparation of reports, presentations, and hotel documentation.
• Coordinate and maintain meeting agendas, ensuring updates, materials, and discussion points are organized ahead of scheduled meetings. Provide follow\-up notes.
• Handle incoming phone calls, emails, and inquiries, directing them to the appropriate departments
• Coordinate travel arrangements, events, and meetings for management staff
• Manage office supplies and ensure the smooth functioning of office equipment
• Coordinate with various hotel departments to ensure efficient communication and workflow
• Lend your expertise to assist with hotel event planning and execution, helping create unforgettable moments for our guests
• Assist with vendor ordering and payment approval processes, including placing orders, collecting invoices and W\-9s, and maintaining vendor documentation.
• Coordinate with Accounting to submit invoices, support timely vendor payments, and assist leadership with preparing and submitting expense reports.
• Track action items and ensure follow\-up on key priorities.
• Maintain confidentiality when handling sensitive information.
• Monitor and respond to guest reviews across online platforms in a timely and professional manner, reflecting the resort’s service standards.
• Compile and maintain guest feedback reports, summarizing trends, service opportunities, and positive highlights for leadership review.
• Coordinate with relevant departments to ensure follow\-up on guest concerns and service recovery actions.
• Other duties as assigned

REQUIRED QUALIFICATIONS

• Bachelor's degree in Business Administration, Hospitality, or a related field
• Proven experience in an administrative role, preferably within a hotel or hospitality environment
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills
• Ability to handle multiple tasks, prioritize effectively, and work under pressure
• Strong organizational and time\-management skills
• Detail\-oriented with a high degree of accuracy in work
• Ability to maintain confidentiality and handle sensitive information
• A positive, professional demeanor with excellent customer service skills

PHYSICAL REQUIREMENTS

• Ability to sit for extended periods of time while working at a computer
• Frequent use of hands and fingers for typing, data entry, and handling office equipment
• Ability to occasionally stand, walk, bend, and reach
• Ability to lift and/or move up to 10–15 pounds occasionally (files, office supplies)

Estate Yountville offers an attractive compensation and benefits package and the opportunity to be part of a dynamic team.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Estate Yountville is an equal opportunity employer.

(Minorities/Females/Disabled/Veterans) https://www.theestateyountville.com/

Acknowledgement and Signature

I acknowledge that I have read and understood the job description for the Accounting Coordinator position at Estate Yountville. I understand the responsibilities, qualifications, and expectations of the role, and I agree to perform my duties in accordance with company policies and standards:

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Employee Name Employee Signature Date

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Manager Name Manager Signature Date