Job Summary:
Administrative Assistant needed immediately for small, family-owned and operated wholesale/import wine company, and boutique winery/vineyards (Napa & Sonoma), with office in St Helena, CA.

This position will support the President/Owner and has the potential to expand as the company grows. This is a full-time position.

We are looking for a dedicated assistant who can be a “right hand” for our President/Owner. Someone with a passion for wine and a sense of humor, who is seeking a fantastic opportunity to create a unique, hands-on position. *EXPERIENCE IN WINE INDUSTRY PREFERRED. *IN OFFICE POSITION.

Responsibilities:

Daily Correspondences
o Will need quick typing skills, as you will write emails dictated to you.

o Flagging important emails for follow-up

o Maintaining list of National/Regional buyers, key account leads, restaurant owners to follow-up with on a regular basis

o Handling phone calls

o Creating mass promotional emails for brands

Manage Calendar
o Scheduling Appointments and making sure all parties are included on calendar invite

o Keeping President/Owner apprised of upcoming events, tastings, meetings, and travel

Travel Details
o Book Flights, Cars, Hotels (ensure they are reflected in calendar once booked)

o Keep President/Owner informed of travel details, as well as any key contacts who need this information.

Create/Maintain Key Documents
o Create Presentations for upcoming tastings and meetings with National/Regional Buyers, Key Account Leads, Distributors, Restaurants

o Maintain/Update Existing Presentations for General Use

o Maintain/Update Existing Brand Portfolio

o Maintain/Update Product Technical Sheets for existing vintages/new vintages of wines

Manage Samples Requests/ Documents
o Samples for brokers, distributors, tastings, meetings, events, press reviews

o Coordinate with orders/shipping contact for accurate delivery information

Organize/Maintain Filing System for essential corporate documents
Ordering Office Supplies, as needed
Candidate Requirements:

Microsoft Office Experience
o Will be extensively working with Excel, PowerPoint, Word Documents

Adobe PDF Experience
Outlook Experience (will be maintaining multiple emails & calendars)
Dependable, Flexible, and Loyal
Professional, personable, and articulate
Self-motivated and proactive, with excellent follow-up
Highly organized and attentive to details
A team player, willing to help when and where needed
Customer friendly and service oriented
Excellent writing, spelling, and grammar skills
Must be able to lift 25-30lbs
Ideal Candidate:

Experience working in the wine industry

Compensation pay DOE
Skills:
- Proficient in office phone systems
- Strong data entry skills
- Experience in office management tasks
- Ability to provide personal assistant support
- Proficiency in event planning
- Excellent organizational skills
- Knowledge of QuickBooks or similar accounting software
- Front desk management experience
- Strong proofreading abilities

This role offers the opportunity to work in a dynamic environment where your organizational skills and attention to detail will be valued. If you are a proactive individual with a passion for supporting executives and managing office operations, we encourage you to apply.

Job Type: Part-time

Pay: $27.00 - $30.00 per hour

Expected hours: 20 per week

Schedule:

4 hour shift
Ability to Commute:

Saint Helena, CA 94574 (Required)
Ability to Relocate:

Saint Helena, CA 94574: Relocate before starting work (Required)
Work Location: In person