Executive Assistant

Oliver Winery, the 28th ranked winery in the US, is seeking an experienced, highly-detailed Executive Assistant to join our team. As the Executive Assistant, you will support the CEO and the CCO, while working closely with the Executive Leadership and the Product Innovation teams. This position will lead meeting planning activities, manage projects, facilitate leadership team follow-up, coordinate and publish calendars, and other duties all while serving as an Oliver Winery representative. The successful candidate will be able to anticipate needs and recognize potential concerns, utilize sound judgement and embrace our core values.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

• Prepares, plans, and coordinates presentations and reports.
• Manages calendars and schedules meetings.
• Oversees logistics, agendas, minutes, and materials for meetings for various winery teams.
• Works independently and on teams on nonrecurring and ongoing projects to support the Winery.
• Processes expense reports for identified leaders.
• Maintains files and organizes records, including Winery contracts and permanent files.
• Oversees project management for innovation team initiatives.
• Coordinates VIP tours/winery visits in partnership with events team.
• Assists with case goods inventory recordkeeping compliance.
• Maintain/organize library of presentations for wholesale team.
• Coordinates and books meeting and travel arrangements for Chief Commercial Officer.
• Collects seasonal product allocations from sales team and coordinate timing/numbers to assist team with meeting deadlines.
• Provides backup support for administrative/accounting functions for current personnel.
• Serves on Donations Committee and administers Winery charitable contributions.
• Serves on other inter-departmental committees as needed.
• Serves as member of team responding to administrative email inquiries.
• Answers inquiries related to purchasing or finding Oliver wine in wholesale markets in a friendly and professional manner.
• Serves as a member of the Administrative team, backing up other team members as needed.
• Additional duties, as assigned by Management.

QUALIFICATIONS/REQUIREMENTS:

• Associates or Bachelor's Degree, preferably in Business Administration, or equivalent administrative assistant experience.
• 3-4 years previous experience in a similar position.
• Quality communication skills (written, verbal and interpersonal).
• Exceptional time management and multi-tasking skills, able to work with deadlines and interruptions.
• Proficiency in Microsoft Office Suite – TEAMS, Word, Excel, PowerPoint.
• Due to the nature of our business, must be over 21 years of age.
• Interest in wine and winemaking.

SUCCESS FACTORS/JOB COMPETENCIES:

• Adaptable and able to work with various Winery staff, departments, and work styles.
• Exhibit a high level of integrity and commitment to maintaining confidential information.
• Seek new knowledge and experiences to enhance value as Oliver Winery employee.
• Accept direction and constructive criticism from others.
• Interact well with customers and vendors, as well as fellow employees and winery leadership.
• Exhibit interest and appreciation for wine.
• Take ownership of responsibilities, including meeting deadlines for reports & filings.
• Demonstrate a willingness to communicate in a persuasive and constructive manner that leads to positive change.
• Take pride through your words and actions with the cornerstones of our business: our products, people, and place.

Members of our Administration team also possess the ability to:

• Provide support to our internal and external customers, with a collaborative and constructive spirit.
• Execute assigned tasks at a high level, with attention to detail and thoughtful prioritization of effort.
• Establish and maintain trust of Oliver Winery customers, vendors, and employees through maintenance of confidential information and mitigation of risk to company assets.

In addition, all successful winery employees are able to:

• Use your attitude and effort to contribute to a positive work environment.
• Be thoughtfully engaged and do your best work. Every day.
• Model the winery values: Respect People, Expect Quality, Think Differently, Get Stuff Done.

PHYSICAL DEMANDS/WORK ENVIRONMENT: This position will have to spend long hours sitting. There may be visual or ergonomic strain due to computer use. It also requires extended periods of concentration and focus. The employee may also have to occasionally do some light lifting of supplies and materials. This job is in a winery/production setting that at times requires walking or standing for some period of time.

PERFORMANCE STANDARDS:

• Annual performance review conducted by CEO and CCO.
• Annual goals to be determined collaboratively with CEO and CCO.

Typical Schedule: Position is full-time. Schedule is five days per week, usually 8 a.m. – 5 p.m. Monday – Friday. Some occasional evening and weekend work will be required.

This position requires a cover letter to be submitted along with your resume.

For more information about working at Oliver Winery, check us out on Glassdoor!

This document is confidential and contains proprietary information and intellectual property of Oliver Winery, Inc. Disclosure, copying, distribution or use of this document and the information contained therein is strictly prohibited.
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