Executive Administrative Assistant

3 weeks ago

West Chester, United States Sommsation Full time

​​Sommsation is a wine experience marketplace designed to revolutionize the way people share experiences over wine by connecting wineries, sommeliers, and those looking to discover new wines and expand their wine knowledge. ​​Our experienced team is comprised of high achievers with backgrounds in e-commerce, retail, technology, strategy and operations, and hospitality. 


We are looking for a proactive Executive Administrative Assistant with a proactive approach to problem-solving to support Sommsation’s C-Suite executives and their guests with travel planning, event scheduling, and a variety of administrative tasks. This role will require organizational excellence, attention to detail, and hospitality-influenced communication skills. 


Responsibilities:

  • Assist with managing travel arrangements for management teams and visitors.
  • Support expense management, including submitting and reconciling expense reports. Sort and distribute incoming mail and packages.
  • Provide general administrative support to the office, including vendor and maintenance management coordination, greeting visitors, and handling incoming inquiries.
  • Maintain the established file system for various departments. 
  • Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
  • Research and organize data to aid in preparing documents for review and presentation for meetings.
  • Assist in the preparation of regularly scheduled reports.
  • Ensure the upkeep and maintenance of sensitive information, such as employee files, including names, addresses, telephone numbers, and titles, as well as all other types, in accordance with the organization's policies and procedures.
  • Assist with events, conferences, and other adhoc needs


Qualifications & Requirements


  • Proven ability to work in high-growth and highly collaborative environments; demonstrated track record with start-ups a plus.
  • Professional-level written and verbal communication and interpersonal skills.
  • Ability to collaborate seamlessly with remote team members and agencies, working across time zones.
  • Outstanding time management and organizational skills. 
  • Demonstrated ability to keep up with rapidly changing travel logistics under evolving circumstances and manage multiple calendars.
  • A sense of ownership and pride in your performance and its impact on the company’s success (ie. a team player).
  • Technology savvy, with experience using various software tools, including word processing, spreadsheets, databases, and presentation software is a plus.
  • Critical thinker with excellent problem-solving skills.
  • Keen eye for detail.
  • Light travel may be required.
  • Bachelor's degree or equivalent experience.
  • Contractor position, onsite in downtown West Chester, PA.

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