Hotel Executive Assistant & Operations Coordinator

The Elene is seeking an Executive AssistantOperations Coordinator. This is a pre-opening hire and a rare opportunity to be the right hand to the Managing Director of a new luxury resort in Napa Valley. The role offers exposure across every discipline of hotel operations and a clear path to grow alongside the property, ideal for someone who wants to build a long-term career in luxury hospitality leadership.

A Flexible schedule is required, with occasional evenings, weekends, and holidays to support pre-opening milestones and operating needs.

ABOUT THE ELENE, NAPA VALLEY

Imagine standing where dawn first breaks over Napa Valley-where the sun's earliest rays illuminate vineyard rows and endless possibility unfolds. This is The Elene, Greek for "shining light."

Opening Late Fall 2026, The Elene is a 50-room luxury resort where elegance meets intimacy in Wine Country's most elevated form. We're not building another hotel. We're creating a place where comfort invites you to be exactly who you are-where culinary artistry, radical connection, and the soul-stirring beauty of Napa converge into something genuinely transformative.

MOSAIC HOTEL COLLECTION

The Elene joins the distinguished Mosaic Hotel Collection-a family of Northern California boutique properties including El Dorado Hotel in Sonoma, North Block Hotel in Yountville, The Madrona in Healdsburg, Olema House in Point Reyes, and Campos Polanco in Mexico City. Under the stewardship of Palisades Hospitality Group, each Mosaic property reflects an authentic connection to the place. The Elene will illuminate Napa Valley's essence like nowhere else.

POSITION OVERVIEW

The Executive Assistant and Operations Coordinator is the right hand to the Managing Director throughout the pre-opening, opening, and early operating life of The Elene. The role blends executive support with hands-on project coordination across hiring and onboarding, owner- supplied equipment (OS&E) procurement, opening task tracking, and month end financial close support.

This is a high-visibility, high-trust role for someone who thrives on organization, discretion, and ownership. The right person is calm under pressure, writes cleanly, follows through without reminders, and treats the details as seriously as the headlines. They will work shoulder to shoulder with the Managing Director and serve as the connective tissue between on-property leadership, the corporate support team, remote accounting partners, and outside vendors.

Required Competencies

• Exceptional organizational skills, with the ability to juggle competing priorities across multiple workstreams without dropping threads
• Clean, confident written communication, including comfort drafting executive-level correspondence
• Strong financial and administrative acumen, with an eye for accuracy and a disposition for closing loops
• Discretion, judgment, and the ability to handle confidential information with integrity
• Proactive mindset with a strong sense of ownership and follow-through
• Ability to work effectively with remote partners, including centralized HR, accounting, and corporate leadership
• Calm and composed under pressure, especially through the intensity of a pre-opening cycle
• Warm, professional presence that reflects the standards of a luxury hospitality environment

Qualifications

• Three or more years of experience in an executive support, hotel coordinator, project coordinator, or comparable role, ideally in luxury hospitality, private club, or professional services
• Hotel pre-opening experience strongly preferred

• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) and Google Workspace
• Familiarity with hotel systems such as Oracle OPERA, Toast, or comparable platforms is a plus
• Bachelor's degree preferred but not required; equivalent professional experience will be considered
• Must be legally authorized to work in the United States

SEE THE ATTACHED JOB DESCRIPTION FOR MORE DETAILS

BENEFITS

Comprehensive health, dental, and vision insurance
401(k) retirement plan
Paid time off (vacation, sick)
Complimentary meals during shifts
Employee hotel and restaurant discounts across Mosaic Hotel Group properties
Professional development opportunities and career growth within PHG portfolio