Executive Assistant

Job Description

The Executive Assistant is a highly visible, knowledgeable, and service-driven representative of Bishops Lodge, Auberge Resorts Collection. This role serves as a connector across departments, ensuring a seamless and elevated guest and administrative experience while reinforcing the resorts 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.