Jobs in California

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.

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/

Administrative Assistant

Banquet Server

Medical Field Case Manager

Safety Officer

Manufacturing Operations Manager

Banquet Captain- On Call

Barback

General Maintenance Engineer

Branch Manager

Assistant Food & Beverage Manager

Beach Valet

Line Cook

Covewood Host/Hostess

Conference Services Manager

Massage Therapist

Catering Sales Manager

Housekeeping Room Attendant

Clinical Therapist, Birth to Five Bilingual Spanish Program

Remote Opportunity - Take Back Control of Your Time

Operations Coordinator

Administrative Assistant at The Estate Yountville – Yountville, California

Explore Related Opportunities

About This Position

Scan to Apply

Job Location

Frequently asked questions about this position