Administrative Assistant (Contract)

Location: Napa Valley CA
Employment Type: Contract
Reports To: General Manager

Position Summary

A luxury hotel in Napa Valley is seeking a highly organized and detail-oriented Administrative Assistant (Contract) to support the General Manager and assist with a variety of administrative and operational functions across the property. This role is ideal for someone who enjoys working in a fast-paced hospitality environment and is comfortable wearing multiple hats while supporting daily operations coordinating projects and helping ensure smooth communication across departments.

The Administrative Assistant will act as a key support resource to leadership while assisting with scheduling vendor coordination reporting and general office administration.

Key Responsibilities

Administrative Support

• Provide administrative support to the General Manager including calendar management scheduling meetings and preparing correspondence.

• Assist with preparing reports presentations and operational documents.

• Maintain organized filing systems for contracts invoices and internal documentation.

• Handle incoming calls emails and guest or vendor inquiries as needed.

Operational Coordination

• Support daily hotel operations by assisting various departments with administrative needs.

• Coordinate vendor communication service appointments and project timelines.

• Assist with tracking operational tasks and ensuring follow-through across departments.

Financial & Reporting Support

• Assist with invoice processing expense tracking and basic financial documentation.

• Support preparation of operational and financial reports.

• Maintain accurate records and documentation for internal reporting.

HR & Office Administration

• Assist with onboarding paperwork scheduling interviews and HR documentation as needed.

• Coordinate office supplies and administrative resources.

• Help support internal team communications and staff coordination.

Project & Event Assistance

• Provide support with special projects operational initiatives and property improvements.

• Assist with coordination of meetings events or internal team functions.

Qualifications

• 25 years of administrative or office support experience preferably within hospitality real estate or a professional services environment.

• Strong organizational and multitasking skills with high attention to detail.

• Excellent written and verbal communication skills.

• Ability to work independently while managing multiple priorities.

• Proficiency in Microsoft Office (Word Excel Outlook PowerPoint).

• Professional demeanor with strong interpersonal skills.

Preferred Qualifications

• Experience working in a hotel hospitality or resort environment.

• Familiarity with hospitality operations or property management systems.

• Experience supporting senior leadership or executive teams.
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