Administrative Skills, Analysis Skills, Calendar Management, Cloud Computing, Communication Skills, Cross-Functional, Customer Acquisition, Detail Oriented, Documentation, Executive Assistant Skills , Food and Beverage Industry, Google Apps, Housekeeping/Cleaning, Leadership, Marketing, Meeting Minutes, Multitasking, Operational Improvement, Operational Support, Operations, Operations Management, Partner Sales, Presentation/Verbal Skills, Project Tracking, Project/Program Coordination, Sales, Schedule Development, Service Delivery, Time Management, Transportation and Logistics, Trend Analysis, Up-Selling, Vendor/Supplier Management, Writing Skills
Executive Assistant
Settled more than 150 years ago by Bishop Jean Baptiste Lamy, this iconic Santa Fe landmark is steeped in history and has undergone a sensitive restoration to preserve its distinctive Southwestern heritage for the next generation. Guests can explore our vibrant culture of discovery and expression through nature-driven adventures, visual arts, ancient healing arts, culinary arts, and the art of gathering.
The Executive Assistant is a highly visible, knowledgeable, and service-driven representative of Bishop's Lodge, Auberge Resorts Collection. This role serves as a connector across departments, ensuring a seamless and elevated guest and administrative experience while reinforcing the resort's identity, values, and standards.
This individual acts as a trusted extension of the Executive Team, supporting daily operations, executive priorities, guest engagement, and cross-functional communication. The Executive Assistant partners closely with Front Office, Sales, Membership, Rooms/Reservations, and VIP/Ownership support functions to ensure alignment, operational efficiency, and exceptional service delivery.
The role plays a critical part in maintaining operational consistency, supporting executive initiatives, coordinating high-level guest experiences, and enhancing communication across departments and stakeholders.
- Coordinate VIP arrivals, personalized amenities, and tailored guest experiences on behalf of the Executive and Sales Teams.
- Serve as a primary support resource during high-volume arrival and departure periods, ensuring consistency and service excellence.
- Support VIP welcomes, site visits, travel advisor familiarization stays, Discovery Stays, and operational coverage as needed, including call-out support.
- Partner with Concierge and Ownership/VIP teams to coordinate reservations, transportation, arrival logistics, and guest itineraries, including valet services.
- Collaborate with Front Office, Housekeeping, and Food & Beverage teams to ensure accurate arrival readiness and guest profile alignment.
- Welcome Executive Office visitors and maintain a polished, professional, and hospitable environment.
- Partner with Sales and Marketing to support lead tracking, pre-arrival planning, site inspections, upselling opportunities, and post-visit follow-up.
- Enhance revenue opportunities by identifying upgrades and promoting resort offerings throughout the guest journey.
- Support membership communications, programming, and administrative coordination.
- Analyze guest feedback, survey data, and operational trends to identify opportunities for service improvement and operational excellence.
- Support reservation review processes, ensuring accuracy of rate plans, IATA/TA details, applied amenities, and guest traces.
- Proactively engage travel advisors regarding new bookings and guest expectations.
- Provide support for high-touch and VIP reservation handling as needed.
- Serve as a liaison between Executive Leadership, team members, ownership, and external partners.
- Support special projects including artwork tracking, valuation documentation, and membership applications and benefit processing.
- Maintain Executive Office operations, including vendor coordination, supply management, and equipment oversight.
- Prepare daily VIP reports, executive summaries, presentations, correspondence, and meeting materials.
- Record and distribute meeting notes for ownership, executive, and special project meetings.
- Manage calendars, scheduling, and administrative coordination for Executive Leadership as assigned.
- Handle sensitive and confidential information with the highest level of discretion and professionalism.
- Represent the Executive Office in guest interactions and cross-departmental communication as needed.
- Other duties as assigned.
Qualifications
- Minimum of 2 years of experience in luxury hospitality, executive support, guest relations, or administrative coordination.
- Strong understanding of luxury hospitality operations and Forbes-level service standards preferred.
- Exceptional organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment.
- Strong verbal and written communication skills across guest-facing and internal channels.
- Proficiency in OPERA Cloud and Google Workspace (Gmail, Calendar, Docs, Sheets).
- High attention to detail with a commitment to excellence in guest experience and administrative execution.
- Demonstrated professionalism, discretion, adaptability, and emotional intelligence.
- Prior hotel or resort operations experience strongly preferred.