Executive Assistant Office Manager

3 weeks ago


Calistoga, United States Guarachi Family Wines Full time
Job DescriptionJob Description

Executive Assistant Office Manager needed immediately for small, family-owned and operated wholesale/import wine company, and boutique winery/vineyards (Napa & Sonoma), with office in St Helena/Calistoga, 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.

DUTIES:

• 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

• Experience working in the wine industry

Benefits;

• Health

• Dental

• Vision

• Paid Holidays

• Paid Sick Leave

• Paid Time Off

• Compensation pay DOE

 


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