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NV Administrative Assistant | Office Manager

The Duckhorn Portfolio

St. Helena, CA

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Job Description:

SUMMARY: The Administrative Assistant/Office Manager provides high level operational support to the Duckhorn Main Office employee group as well as general support throughout our locations in Napa Valley. Assignments involve work of a confidential nature, necessitating exposure to sensitive information requiring considerable discretion. This position requires judgement, tact and diplomacy as well as practical knowledge of the practices and procedures of Company policies and programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Office Administration – 50%
•  Manage the reception area to ensure effective telephone and mail communication internally and externally to maintain a professional image; provide general support to visitors
•  Manage break room, maintain cleaning schedules, update, and communicate as needed.
•  Ensure water machines are in good working order, 5-gallon water bottles are in-stock and accessible
•  Maintain safety program, including regular emergency drills, safety assessments, monitoring office and surroundings for hazards, including Cintas account management
•  Assist with facility conference room calendars and approve meeting requests
•  Maintain and manage re-stock orders for office supply areas, including copier supply shelves, fax and mail tables
•  Support site with management of on-site records storage and archiving, including liaising with staff to ensure adherence to guidelines and regular assessment of on-site storage
•  Ensure secure shredding procedures and maintain vendor account
•  Organize and maintain offices services: weekly trash and recycling, regular janitorial services, floor mat change-out, reviewing invoices for accuracy
•  Dowdell employee communications: compose and distribute professional correspondence and emails to Dowdell employees
•  Organize daily FedEx, UPS, USPS inbound and outbound mail and packages
•  Postage meter account management and supply ordering
•  Track all incoming certified letters, FedEx envelopes and packages, order shipping supplies
•  Run occasional errands to Post Office, Fed-Ex and provide backup of interoffice mail distribution
•  Liaise with landlord in relation to any tenancy issues in the building
•  Monitor internal and external areas for special cleaning and maintenance projects as needed
•  Responsible for proper flag protocols
•  Maintain office keys, maintain updated key log for offices and all locking files and distribute keys and fobs as needed in collaboration with IT
•  In conjunction with Events Team and/or Executive Assistant, coordinate any refreshments and arrange catering as required for Company meetings
•  Send employee gifts on behalf of the company (baby, sympathy, etc)

Senior Management Support – 25%
•  Process monthly credit card expenses and match up with monthly statements
•  Organize personal expense reports and submit according to Company policy
•  Clerical duties: printing, copying, scanning, correspondence
•  Manage and arrange travel and calendar appointments
•  Ad-hoc projects as needed

Executive Assistant Support – 25%
•  General clerical duties including obtaining signatures, photocopying, mailing and shipping
•  Order, pick-up and arrange lunch for meetings as needed
•  Compose and distribute professional correspondence and emails
•  Coordination of meetings, preparing and distributing agendas and other meetings materials
•  Assist with special projects

QUALIFICATION REQUIREMENTS:
•  Proficiency in Microsoft Office Suite (Word/Excel/Office)
•  Superior customer service insight and delivery
•  Must be a team player with a high level of integrity and trust
•  Strong organizational skills with an acute attention to detail
•  Adaptable and flexible with the ability to juggle competing priorities
•  Good work ethic and reliability
•  Friendly, approachable, curious and positive
•  Ability to manage diverse projects with minimal supervision
•  Professional appearance and demeanor
•  Notary a plus
•  Valid Driver’s License and clean DMV record

PHYSICAL REQUIREMENTS:
•  Sit for prolonged periods
•  Ability to lift 42 pounds occasionally

About Us: The Duckhorn Portfolio is North America’s premier luxury wine company, with ten renowned wineries, eight state-of-the-art winemaking facilities, seven beautiful tasting rooms and more than 800 coveted acres of vineyards spanning 22 sustainably farmed Estate properties. Established in 1976, when legendary vintners Dan and Margaret Duckhorn founded Napa Valley’s iconic Duckhorn Vineyards, today, our portfolio features some of North America’s most revered wineries, including Decoy, Paraduxx, Goldeneye, Migration, Canvasback, Calera, Kosta Browne, Greenwing and Postmark. Our 400+ uniquely passionate and well-tenured employees typically join us for our employee-centric culture and industry-leading benefits and stay for the dynamic colleagues, fast-paced environment, and career development. We offer a curated and comprehensive portfolio of acclaimed luxury wines with price points ranging from $20 to $200 across more than 15 varietals and 25 appellations. Our wines are available throughout the United States, on five continents, and in more than 50 countries around the world. Our 400+ uniquely passionate and highly tenured employees typically join us for our employee-centric culture and industry-leading benefits and thrive in the company of dynamic colleagues, a fast-paced environment, and career development opportunities. To learn more about us, please visit: https://www.duckhornportfolio.com/.

Additional Information:

Job Posted:
Monday, May 3rd
Type of Work:
Full Time
Salary Information:
DOE