Executive Administrative Assistant
Location: Napa Valley, CA
Reports To: Director of Operations & Estate Manager

Overview
We are seeking a highly organized and proactive Executive Administrative Assistant to support the Director of Operations and broader leadership team in delivering seamless event execution, managing customer touchpoints, and ensuring operational efficiency. This role is pivotal in streamlining administrative processes, supporting hospitality logistics, and providing executional support across multiple events and departments.

Key Responsibilities
Client Experience & Communication
- Support customer journeys for both new and current members, including welcome emails, Handwrytten cards, and follow-up touchpoints.
- Manage invitations, RSVP tracking, and guest communications for events and dinners.
- Oversee wine shipping, storage guidance, and client preparation instructions.
- Ensure new mailing list signups are processed promptly and integrated into welcome sequences.

Event Support & Execution
- Provide administrative support for offsite events, club dinners, and off-site activations, including:
•  Preparing invitations, guest lists, and event collateral
•  Coordinating shipping and tracking of wine and materials
•  Assembling and managing order forms, menus, and tasting notes
- Track deadlines and ensure all event details are organized, documented, and communicated clearly to the team. Follow-up to events with email campaigns and customer data input.

Sales & Data Management
- Enter orders and event sales into POS in a timely and accurate manner.
- Maintain customer source updates and track data for reporting purposes.
- Monitor and track new customer signups, especially during peak hospitality periods.
- Support Directors with order processing and fulfillment training, ensuring accuracy and efficiency.

Operations & Administrative Support
- Manage mail pickup and distribution, water delivery, and weekly garbage run.
- Coordinate down-valley pickups (e.g., printing, Benchmark, Napa supply runs).
- Ensure tastings and events are fully stocked with collateral and supplies (pens, candles, merchandise, napkins, towels, etc.).
- Provide overflow support for high-volume seasons (offers, events, fulfillment).

Qualifications
- 3–5 years of administrative, operations, or hospitality support experience (wine or luxury industry experience a plus).
- Exceptional organizational and multitasking skills; able to manage multiple projects simultaneously.
- Strong written and verbal communication skills; comfortable with guest-facing correspondence.
- Proficiency with POS systems, CRM tools, and Microsoft Office/Google Suite.
- Ability to problem-solve under pressure, anticipate needs, and take initiative with minimal supervision.
- Comfortable supporting both professional and logistical aspects of event execution.

Attributes We Value
- Customer-first mindset with a passion for delivering seamless, luxury experiences.
- High attention to detail and ability to keep multiple moving parts aligned.
- Flexibility and willingness to step in wherever needed.
- Team player with strong collaboration skills.

Compensation & Benefits
- Competitive salary based on experience.
- Health, dental, and vision benefits.