Executive Assistant, Brand

Rosewood Hotel Group

2mo ago

Job
Full-time
Senior Level
Customer Relations
People, HR & Administration
London

AI generated summary

You need 5+ years in executive support, strong communication skills, budget handling, and experience in fast-paced, luxury environments. Proactive, organized, and passionate about brand storytelling.
You will support the CBO with calendar management, travel coordination, project oversight, budget tracking, communication materials, and fostering team collaboration across departments.

Requirements

5+ years’ experience in executive support, project coordination, or brand operations, ideally within luxury, hospitality, or creative industries.
Proven experience working in an agile, fast‑paced environment, comfortable with change, iteration, and continuous improvement.
Outstanding written and verbal communication skills; confident drafting briefs, emails, reports, and high‑impact presentations for C‑suite audiences.
Demonstrated strength in building trusted relationships with senior leaders and cross‑functional teams; able to influence without authority and foster collaboration.
Exceptional organizational and time management skills, with the ability to manage multiple concurrent priorities calmly and reliably.
Experience designing and improving systems, processes, and ways of working to drive efficiency, transparency, and accountability.
Financial fluency and experience handling departmental budgets, forecasts, and reporting.
High level of computer literacy: advanced Excel and PowerPoint, strong Microsoft Teams and SharePoint skills, familiarity with project management tools and AI productivity tools.
Naturally energizing, empathetic, and discreet; seen as a proactive problem‑solver and “right hand” who brings solutions and ideas.
Confident, assertive self‑starter who takes ownership, follows through, and contributes to the wider Brand agenda.
Passion for creativity, storytelling, and the culture of brand building and luxury hospitality.

Responsibilities

Provide 1:1 executive and administrative support to the Chief Brand Officer, including complex calendar management, meeting orchestration, and preparation of agendas, briefs, reports, and presentation materials.
Anticipate needs and manage the CBO’s priorities with foresight, ensuring meetings, information, and follow‑ups are sequenced for maximum effectiveness.
Maintain an organized system of digital files, knowledge repositories, and workflows so information is easy to access and consistently up to date. Ensure general processes are updated and trained across the department.
Coordinate travel, itineraries, and logistics for Brand leadership, ensuring seamless experiences that reflect company standards.
Own and update key Brand contact and stakeholder databases; support relationship‑hospitality touchpoints including seasonal gifting, partner engagement, and internal recognition moments.
Act as project manager for assigned Brand initiatives and the master project plan for the department, supporting planning, sprint and milestone tracking, risk identification, and issue resolution across teams and regions.
Use project management and collaboration tools to structure workstreams, track progress, and surface clear dashboards for the CBO and stakeholders.
Consolidate critical path updates, budgets, and deliverables across multiple projects, ensuring interdependencies are understood and deadlines are met.
Represent the CBO in select project meetings, capturing decisions and actions and driving follow‑through with accountable owners.
Continuously refine ways of working, introducing agile practices (stand‑ups, retrospectives, lightweight documentation) that improve team speed, focus, and learning.
Execute and track Corporate and Hotel Brand budgets and payments in partnership with Vice President Brand Marketing and Communications, Brand Directors and Finance, ensuring accurate forecasting, tracking, and reporting partnering closely with the Brand project managers to create cohesion and collaboration.
Process invoices, and expense claims with strong financial discipline and timely reconciliation for the CBO.
Consolidate monthly and quarterly performance and budget reports with Brand leads requesting timely reports from each department to highlight key trends, risks, and opportunities.
Consolidate regular summaries to the CBO regarding Brand planning calendars, roadmaps, and master timelines across global initiatives so leaders have a single, reliable view of what is coming next, supporting internal communications.
Identify and implement improvements to administrative systems, workflows, and templates that enhance clarity, scalability, and consistency across the Brand team.
Draft, edit, and coordinate communications, presentations, and briefing materials for internal and external audiences, ensuring clarity, tone, and on‑brand delivery on behalf of the CBO. Preview all materials and share recommendations and summarise to support preparation of meetings for CBO in advance.
Partner across teams and departments including agencies, hotel teams, and cross‑functional stakeholders to ensure timely, accurate information flow and alignment on priorities.
Uphold brand integrity across documents, decks, and touchpoints, acting as a quality gate for consistency and detail.
Develop internal monthly Brand and Property specific newsletters to cascade relevant information consistent communication.
Contribute to ensuring brand integrity, clarity, and consistency across departmental work and communications.
Support CBO‑led engagement sessions, brand forums, and internal communications to build an inclusive, energized, and high‑performing team culture.
Act as a connector across offices and time zones, helping colleagues feel informed, recognised, and part of one Brand team in a hybrid (virtual and in‑person) environment.
Serve as a Culture and Brand Ambassador, modelling the company’s values, relationship‑hospitality mindset, and commitment to shared success.

FAQs

What is the main role of the Executive Assistant, Brand?

The Executive Assistant, Brand serves as a key strategic partner to the Chief Brand Officer, focusing on organizational efficiency, project management, and facilitating communication within the Brand division.

What percentage of the role is dedicated to Executive Support?

Executive Support accounts for 35% of the role.

What kind of experience is required for this position?

Candidates should have 5+ years of experience in executive support, project coordination, or brand operations, ideally within luxury, hospitality, or creative industries.

What tools and skills are necessary for the job?

High level of computer literacy is required, with advanced skills in Excel and PowerPoint, strong Microsoft Teams and SharePoint skills, and familiarity with project management tools and AI productivity tools.

How important is communication in this role?

Outstanding written and verbal communication skills are essential, as the role involves drafting briefs, emails, reports, and high-impact presentations for C-suite audiences.

Is experience with budget management necessary?

Yes, candidates should have financial fluency and experience handling departmental budgets, forecasts, and reporting.

How is the project management aspect of the role structured?

The role includes acting as a project manager for assigned Brand initiatives, using project management tools to track progress, consolidate updates, and ensure deadlines are met.

What is the importance of team connection in this role?

Team connection accounts for 5% of the role, focusing on building a high-performing team culture and ensuring colleagues feel informed and recognized across a hybrid environment.

Will the Executive Assistant have a role in internal and external communications?

Yes, the role involves drafting and coordinating communications, presentations, and briefing materials, ensuring clarity and on-brand delivery.

What competencies are emphasized for this position?

Key competencies include Connection, Guest Centricity, Integrity, Drive, Adaptability, and Influencing.

Rosewood Hotel Group

Retail & Consumer Goods

Industry

Mission & Purpose

Rosewood Hotel Group is a global luxury hotel management company that operates a collection of unique, ultra-luxury properties across the world. Their mission is to create timeless, personal, and inspiring travel experiences for their guests, with a focus on exceptional service, rich cultural connections, and a commitment to environmental sustainability. The purpose of Rosewood is to redefine luxury hospitality by delivering memorable and personalized experiences that reflect the local culture and surroundings of each property.