About Us
Château Okanagan is a private, family-built estate on the shores of Okanagan Lake in Kelowna, and a home for remarkable stays, celebrations, and spa and wine experiences. We are a small team who take pride in creating thoughtful, personal experiences in an extraordinary setting.
About the Role
We are looking for a resourceful, highly organized Administrative & Marketing Assistant to help the estate continue to grow.
Reporting to the Managing Director and working closely with leadership and our small team, you will support sales administration, guest and client outreach, marketing, and the launch of our wine club. You will also help us introduce AI tools and shape simpler, more effective ways of working.
This is a hands-on role for someone who enjoys variety, takes pride in work done well, and wants to grow alongside the estate. You do not need to arrive knowing everything. What matters is curiosity, sound judgment, careful follow-through, and the confidence to learn by doing.
Key Focus Areas
Administration and coordination
- Keep guest records, shared files, calendars, and task lists accurate, organized, and current.
- Coordinate meetings, deadlines, and follow-up so every commitment is seen through.
- Create and maintain templates, checklists, and clear instructions for recurring tasks.
- Provide day-to-day administrative support and help coordinate projects across the estate.
- Raise competing priorities, missing information, or delays early, and help keep work moving.
Sales administration and guest outreach
- Track enquiries, prospective guests, and follow-up in our customer relationship management system.
- Prepare proposals, presentations, information packages, and correspondence using approved pricing and templates.
- Coordinate timely replies to enquiries, so every guest receives accurate, helpful information.
- Support outreach to past guests, prospective clients, referral partners, and local businesses.
- Keep sales opportunities organized and ensure a seamless handoff to the team delivering each experience.
Marketing and brand support
- Draft, format, and coordinate newsletters, guest updates, and promotional emails.
- Create polished materials in Canva that follow the Château’s brand guidelines.
- Maintain a practical content calendar and gather the photos, stories, and updates that bring it to life.
- Manage day-to-day Instagram and other agreed social channels: drafting captions, scheduling approved content, and responding to routine messages.
- Help keep website content, event listings, and promotional materials up to date.
- Track basic engagement and campaign results to help the team understand what resonates.
Wine club development and administration
- Help shape the wine club from concept into an organized, welcoming experience for members.
- Research comparable programs and contribute ideas for member benefits, communications, and events.
- Help develop sign-up processes, welcome materials, member records, and administrative workflows.
- Coordinate member communications, enquiries, orders, and collection or delivery with the appropriate team members.
- Keep membership information accurate, note preferences and feedback, and suggest improvements as the program develops.
AI tools and workflow improvement
- Help identify repetitive tasks that could be simplified through better processes, automation, or AI.
- Support the creation and testing of AI-assisted workflows, simple agents, and tools, using approved platforms and guidance.
- Build and maintain reusable prompts, templates, and instructions for recurring work.
- Review AI-generated work for accuracy, brand consistency, and usefulness before it is used or shared.
- Document new processes and help colleagues learn to use them.
- Handle guest and business information with care, following company guidelines when using digital tools.
What We Look For
- Exceptional organization: You manage details, balance several priorities, and reliably close the loop.
- Initiative and follow-through: You notice what needs attention, act on it, and ask for help when needed.
- Clear, polished communication: You write well, proofread carefully, and communicate with warmth and professionalism.
- An instinct for hospitality: You understand that timely replies, thoughtful details, and discretion shape every guest’s experience.
- Creative judgment: You have an eye for refined layouts, engaging content, and a consistent brand presence.
- Digital confidence: You are comfortable with everyday office software and learn new systems without extensive instruction.
- Curiosity about AI: You are interested in using AI and automation to solve practical problems, and willing to test, check, and refine your work.
- Adaptability: You enjoy a varied role on a small team where priorities can shift.
- Good judgment: You know when to take ownership and when a decision needs approval.
- A desire to grow: You are looking for a full-time role where you can contribute, build skills, and take on greater responsibility over time.
- Discretion: You treat guest information, business matters, and private experiences with care and respect.
- Composure: You remain calm, thoughtful, and professional through competing demands, uncertainty, or difficult conversations.
Experience and Tools
- Some experience in administration, customer service, hospitality, sales support, or marketing. Relevant school, volunteer, and personal projects are equally welcome.
- Working knowledge of Microsoft Office or Google Workspace.
- Familiarity with Canva and Instagram, with examples of content or materials you have created.
- Experience with email marketing platforms, customer databases, booking systems, or online stores is an asset.
- Exposure to AI assistants or automation tools is an asset (Claude preferred). Coding experience is not required.
- A genuine interest in hospitality, wine, tourism, and elevated experiences.
Compensation range: CA$53,000 to CA$60,000, based on experience.
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