What are the responsibilities and job description for the Executive Assistant position at Williamsburg Winery?
Position Overview:
Responsible for providing comprehensive administrative and logistical support to executive leadership at the winery, ensuring efficient operations and a smooth, positive experience for guests and staff. This position encompasses a wide range of tasks, from managing schedules and coordinating meetings, handling sensitive information with utmost confidentiality and discretion, providing timely, accurate, and professional communication, record meeting minutes and follow up on action items to ensure implementation, and assisting with various operational needs across all departments of the winery.
Organizational Relationship
Direct report to the CEO
Duties and Responsibilities
Administrative
Coordinate meetings and maintain executives’ calendars.
Draft correspondence per senior management.
Proofread, print, and distribute materials as directed.
Assist in the collection and analysis of information as requested by senior management.
Greet guests and customers in administrative offices.
Maintain business list, contacts, emails, and telephone numbers.
Arrange meetings as directed in the Board Room, White Horse, or conference room (arrange dates, issue agenda, prepare materials and prepare the room).
Maintain and organize all significant corporate documents of record (business licenses, liability insurance, ABC licenses, and Certificate of Good Standing)
General Office Responsibilities
Maintain corporate electronic and physical files.
Respond and/or distribute wine@wmbgwine.com email daily.
Check and distribute all incoming mail, send outgoing mail, receiving packages, and manage orders and shipments.
Maintain office supplies inventory by checking stock to determine inventory level; order supplies as requested by management.
Assist other departments as needed and per the request of senior management.
Qualifications
Must be detail oriented with excellent administrative and clerical skills.
Ability to manage multiple tasks with quality and accuracy.
Positive and friendly attitude is necessary.
Ability to maintain confidentiality.
Must have a strong knowledge of Microsoft Office applications.
Prefer 2 years of executive administrative assistance.
Experience in human resources, hospitality, accounting, and/or IT preferred.
Benefits
Medical, Dental, Vision, Life Insurance and Health Savings Accounts
401(k) matching
Wine and food discounts
Vacation, Sick and Emergency Days
This is a full-time, salaried position which will be based on experience.