Summary

The Private Client Assistant provides administrative and logistical support for Colgin Cellars and Jubilation by Colgin Cellars private client programs. Working directly with the Private Client Sales & Strategy Manager, the Assistant helps maintain accurate client information, coordinates logistics for offsite events and charitable donations, and supports the day-to-day administration of Private Client activities.

This entry-level role suits someone who is highly organized, detail-oriented, discreet, and interested in gaining experience in fine wine and luxury client service. The role works closely with the Private Client team and other departments to ensure information, materials, and logistics are handled accurately and efficiently.

Essential Duties & Responsibilities

CRM & Client Information
•  Maintain accurate and organized client records within Offset.
•  Record relevant client information following offsite dinners, events, and other Private Client activities.
•  Assist with maintaining client preferences, collecting interests, relationships, milestones, and other relevant information within Offset.
•  Review client records for completeness and assist with routine data cleanup and updates.
•  Assist with the preparation of client lists, guest lists, and basic segmentation as needed.

Marketing & Brand Support
•  Assist with the preparation and proofreading of Private Client emails, offering communications, and other marketing materials.
•  Help update website content, including wine information, photography, and other approved materials.
•  Organize and maintain marketing files, photography, and brand assets.
•  Assist with the preparation of printed materials, invitations, and other collateral for Private Client initiatives.
•  Support basic marketing administrative tasks, including maintaining contact lists, organizing materials, and gathering information as requested.
•  Provide additional marketing support to the Private Client Sales & Strategy Manager as needed.

Offsite Event Logistics
•  Assist with planning and coordination of Private Client offsite events under the direction of the Private Client Sales & Strategy Manager.
•  Maintain event calendars, guest lists, planning checklists, and timelines.
•  Prepare approved wine pairing guidance, menu suggestions, event briefs, and other supporting information.
•  Coordinate event details and approved materials with internal teams and external partners.
•  Capture relevant post-event client notes and information within Offset.
•  Communicate event wine and material requirements to the Operations / Private Client Assistant, who coordinates physical fulfillment.

Charitable Donations
•  Maintain records of approved donation requests, recipients, donated wine or experiences, and relevant deadlines.
•  Assist with preparing donation descriptions, certificates, and approved supporting materials.
•  Coordinate administrative details with internal teams and recipient organizations.
•  Track donation status through completion, with physical shipment and fulfillment coordinated by Operations.
•  Assist with scheduling and administrative coordination for redemption of donated experiences.

Private Client Administrative Support
•  Assist with preparation for Private Client offerings and special releases.
•  Support allocation setup, list preparation, account updates, and data review.
•  Maintain Private Client trackers, calendars, files, and other administrative records.
•  Assist with the preparation and organization of Private Client materials.
•  Provide administrative and project support to the Private Client Sales & Strategy Manager as needed.

Requirements
•  Proven experience in a private client or allocation role.
•  Knowledge of the world of fine wine and current market conditions.
•  Experience working in high-touch client environments.
•  Ability to manage sensitive information with discretion and sound judgment.
•  Strong writing and email communication skills.
•  Detail-oriented with a high level of accuracy and follow-through.
•  Proficiency in Microsoft Excel and comfort working within CRM systems.
•  Strong organizational and time-management skills.
•  Ability to work collaboratively within a small team.
•  A calm communication style with the ability to navigate time-sensitive requests.

Work Environment
•  This job primarily operates in an office environment, which requires long periods of sitting and standing.
•  Requires lifting and moving wine; applicants should be able to carry a case of wine.
•  Occasional weekend work may be required based on projects, clients, or event needs.
•  Responsible for maintaining a safe, friendly, positive, and conscientious work environment.

Essential Functions & Responsibilities
The responsibilities outlined above reflect the primary duties of the position and are not intended to be an exhaustive list. Additional responsibilities may be assigned based on business needs. Colgin Cellars provides reasonable accommodations to qualified applicants and employees with disabilities in accordance with applicable law.

Equal Employment Opportunity
Colgin Cellars is an equal opportunity employer committed to maintaining a professional, inclusive workplace free from discrimination and harassment. Employment decisions are made without regard to race, color, religion, national origin, ancestry, age, disability, sex, pregnancy, sexual orientation, gender identity or expression, marital status, military or veteran status, or any other characteristic protected by applicable law. We are committed to providing equal opportunities for employment and professional development.

Background Check & Fair Chance Employment
Employment is subject to a background check conducted after a conditional offer of employment, in accordance with applicable law.