Administrative Assistant 3 - Ripon (Administrative)

An industry leader, The Wine Group is one of the world's foremost producers of award-winning wines across more than 60 wine brands and many winery facilities in California, New York, and Australia. Headquartered in Livermore, California, TWG is an industry innovator when it comes to developing, marketing, and selling wine brands beloved by consumers around the world, including Cupcake, Franzia, Benziger, Imagery, Tribute, 7 Deadly, Cooper & Thief, The Dreaming Tree, Charles Smith Wines, and more. The Wine Group believes in producing wine using sustainable and earth-friendly practices to foster healthy land and agriculture for generations to come. The company demonstrates environmental stewardship through its commitment to clean energy and by ensuring that all its owned vineyards are certified sustainable or biodynamic. To learn more, please visit: www.thewinegroup.com.

JOB SUMMARY

We are seeking a highly organized and proactive Administrative Assistant to support our Operations Senior Leadership Team (OSLT). The Administrative Assistant will lead all administrative efforts and office management responsibilities for the OSLT.  The successful candidate will be someone who enjoys streamlining hectic days, anticipates and proactively addresses needs, and adapts their support and approach to the needs of different leaders and situations. They are discerning and can anticipate and address unarticulated needs to support the smooth and successful functioning of the OSLT.  The Administrative Assistant will apply discretion and good judgement and embody The Wine Group Core Values – Be a Steward, See Possibility, Find a Way and Stay Grounded.

ESSENTIAL FUNCTIONS

• Complete a broad variety of administrative and support tasks for the OSLT, including managing active and fluid calendars, creating and processing purchase orders, arranging travel plans, coordinating details for visiting guests, completing expense reports, composing/preparing correspondence and presentations, and collecting and preparing information for meetings and appointments.
• Keep the OSLT well informed of upcoming commitments and responsibilities, following up appropriately, and help to keep a pulse on and resolve existing or potential issues.
• Ensure smooth communication between the OSLT and internal departments by building relationships to earn trust and support.
• Prioritize conflicting needs, handle matters expeditiously, and proactively follow through on projects to successful completion.
• Support the OSLT by tracking and managing strategic priorities, special projects, and cross-functional initiatives.
• Take initiative and ownership of analysis and creation of materials for key meetings, communications, and related meeting materials. 
• Oversee the administrative planning and preparation for all internal and external meetings with the OSLT, including room readiness, technology needs, and meal planning.
• Procure and send product samples to employees and service providers
• Attend meetings, when needed, to capture relevant notes and important decisions
• Manage office assignments, set-up, and transfers
• Provide backup for Administrative Assistant 2. 
• Maintain focus under pressure and in demanding situations.
• Demonstrate the highest degree of discretion and confidentiality.
• Additional job duties may be further defined by Supervisor

QUALIFICATIONS

• A minimum 8 years' experience supporting Senior Leadership Teams

• BA degree or equivalent experience
• Excellent verbal and written communication skills, including the ability to understand nuance and adapt communication style based on the audience and situation
• Articulate and confident; must possess poise and show discretion and the highest degree of confidentiality and ethics
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Aptitude for quickly adopting and adapting to new technologies and processes
• Ability to handle sensitive information with discretion and confidentiality
• Strong problem-solving skills and attention to detail
• Ability to work independently and as part of a team

 

PHYSICAL DEMANDS

• Position operates in a professional office environment

• Must be able to sit for long periods of time
• Ability to lift up to 40 pounds

COMPENSATION

• Hourly Pay Rate Posted: $32.21 - $48.37
• Actual compensation will be based on factors such as experience; skills, knowledge, and abilities; education; and other position related factors

  

At The Wine Group, we are proud to be an equal opportunity employer, and we are committed to an environment of mutual respect, diversity, and inclusion. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, genetic information, national origin, disability, protected veteran status or other characteristic protected by law.

Salary Minimum: 32.21Salary Maximum: 48.37