Executive Team Assistant and Operations Admin Job for Luxury Wellness Retreat

• Start Date: Interviewing now for immediate start
• Benefits: Voluntary Pension, up to 10% Bonus based upon KPIs, Private Medical, 25 days Annual Leave + Public Holidays

Job Overview:

The Chace People team is looking for an organised and proactive Executive Team Assistant and Operations Admin for Luxury Wellness Retreat to support the Executive Leadership Team (ELT) comprising the Managing Director, General Manager, and Head of Operations for a new, luxury wellness retreat in the beautiful countryside of the South of England. This role focuses on administration, central resources, marketing & retail, events, activities and experiences, ensuring the smooth operation and continuous improvement of the retreat’s services.

Key Responsibilities:

Finance & Governance:

• Comply with financial procedures in procurement, administration, stock handling, resource use, and personnel utilisation.
• Administrate the maintenance and timely renewal of all active licenses.
• Support the ELT with strategy and project management initiatives to enhance objectives and goals.

Central Administration:

• Liaise with the General Manager and People & Culture/HR to oversee recruitment, inductions, payroll records, staff incentive and satisfaction schemes, appraisals/KPI formulation, and optimisation of Bamboo.
• Organize uniforms and PPE as required by the ELT.
• Coordinate training requirements through the Head of Operations.
• Manage staff accommodation, including administration, maintenance, housekeeping, and control to ensure high standards and compliant benefits for employees.
• Support the ELT in meet & greet activities for guests, partners, and third parties.
• Manage the diaries of the ELT.
• Produce minutes of meetings and distribute them in a timely manner.
• Prepare reports and presentations as requested by the ELT according to brand guidelines.
• Support the administration of the retail channel, including liaising with customers, organising stocks for delivery, packaging, invoicing coordination, and post-delivery communications.
• Support guest relations, involving CRM administration and coordination of the ‘Things To Do Activity/Experience schedule’.

Miscellaneous & Other Requirements:

• Support the ELT in monitoring quality control for proactive development of operations.
• Act as a competent person in implementing the company’s health & safety policy.
• Undertake other reasonable duties as requested by management.
• Be available for weekend and evening work occasionally to support operations.
• Demonstrate focus, proactivity, and enthusiasm consistently.
• Work independently or as part of a team, maintaining respect and good working relationships.
• Present yourself accordingly to the client’s ethos and standards in appearance, character, and interactions with guests, team members, partners, and third parties.

Requirements:

• Proven experience in a similar administrative role.
• Excellent organisational and multitasking skills.
• Strong communication skills in both written and verbal forms.
• Ability to manage schedules and prioritise tasks efficiently.
• Proficiency in Microsoft Office Suite and CRM systems.
• Discretion, diplomacy, and attention to detail.
• Ability to work independently and as part of a team.

Additional Information:

This role requires a high level of discretion and the ability to work collaboratively within a dynamic team environment. The ideal candidate will have experience in managing complex schedules, coordinating various administrative tasks, and maintaining meticulous records.

Confidential Application Process:

Please submit your application through our secure ChacePortal. We respect your privacy; all applications and inquiries will be treated with the highest level of confidentiality.