National Sales & Executive Administrative Assistant
Willamette Valley Vineyards
Founded in 1983 by Oregon native Jim Bernau with the dream of creating world-class Pinot Noir, Willamette Valley Vineyards has grown from a bold idea into one of the region's leading wineries, earning the title “One of America's Great Pinot Noir Producers” from Wine Enthusiast Magazine.
Are you an energetic self-starter who is highly organized and has an eye for detail? WVV is searching for a Sales & Executive Administrative Assistant to provide technical, clerical, administrative, writing and email support to the National Sales Coordinator, Winery Director, Marketing Manager, and CEO.
Primary Job Responsibilities/Essential Functions
National Sales •Monitors inventory levels of National Sales POS such as swag items and printed materials. •Submits POs to the National Sales Coordinator for approval and places orders on an as-needed basis. •Monitors the email@example.com email, processes wholesale orders, and ensures follow-up as needed. •Communicates inventory issues to the National Sales Coordinator. •Updates orders spreadsheet on a monthly basis. •Sends monthly inventory updates to the National Sales Team. •Monitors the national sales email and replies or forwards messages as necessary. •Drafts email and print communications to be sent to account and distributor contacts as requested; submit these to the National Sales Coordinator for approval. •Work with the Marketing Department to distribute promotional material. •Pull mailing lists from GreatVines. •Update Depletion spreadsheet on a monthly basis and alert the National Sales Coordinator or appropriate National Brand Ambassador of any inventory issues as specified on the reports. •Maintain GreatVines database as Administrator and act as a liaison for GreatVines support. •Send shipment report to GreatVines on a monthly basis to upload. •Monitor to ensure records are appropriately recorded and saved (e.g. quarterly meetings with all states). •Assist with GreatVines entries and updates as needed, such as for Off-site Ambassadors or principal travel. •Assists with travel preparations as requested for National Brand Ambassadors and CEO (e.g. booking travel reservations, prepping materials like POS and swag). •Sends sample requests for the National Sales Coordinator and Mark Wine Group. •Arranges auction items, guest visits, and events as needed. •Records meeting minutes and distributes as requested; follows-up on action items with the National Sales Coordinator. •Monitors National Sales calendar for accurate and detailed information (trip block dates, major events, VIP visits, etc.). •Encourages National Brand Ambassadors to conduct price surveys and records them in a Google document; reviews bi-weekly and informs National Sales Coordinator and the appropriate National Brand Ambassador of any issues. •Other tasks and duties as assigned by the National Sales Coordinator. Executive Administrative Assistant to the CEO: •Maintains CEO calendar and schedule; performing follow-up to clarify all details needed for the CEO. Creates an on-going calendar for recurring events (inside and outside the winery) the CEO attends. •Edits, creates, proofreads, and enters data on projects including marketing, billings, and group communications, including legislative initiatives. •Monitors and organizes CEO email, updates contacts and manages social media platforms (e.g. LinkedIn). •Drafts, tracks, and organizes professional communications from the CEO. •Reviews meeting minutes of prior meetings and has notes ready for CEO on key action items or other issues and their progress. •Creates data spreadsheets and presentations (e.g. PowerPoint) on an as-needed basis. •Prepares for appointments by printing handouts, gathering supplies, etc. •Assists with special projects on an as-needed basis. •Other tasks and duties as assigned by the CEO.
•AA or AS degree or higher in business or similar field. •A valid/current OLCC Server’s Permit and Food Handler’s Card. •A current Driver’s License and a clean/good driving record. •Excellent communication skills. •Highly-developed organizational and time management skills. •Excellent interpersonal and supervisory skills, including the ability to lead and delegate tasks with effective follow-up. •A high degree of accuracy and attention to detail. •Ability to use standard CRM, Microsoft Office Suite, POS, and department specific related software programs.
Must be able to
•Independently motivated to identify and resolve issues, at department-level. •Lift 40lbs and navigate stairs and hilly terrain. •Stand for long periods of time and work in a fast-paced environment. •Sit for long periods of time. •Work weekends and evenings if necessary to accomplish key tasks. •Communicate through active-listening skills and gather accurate insights into human behavior. •Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner. •Multitask, work independently and as part of a team. •Build team dynamics and synergy across departments. •Work well behind the scenes using discretion and keeping all information confidential. •Use point-of-sale (POS) systems, Google services, and Microsoft Office Suite. •Read, analyze, and interpret general business periodicals, professional journals, technical procedures, and government regulations. •Write reports, business correspondence, and procedure manuals. •Effectively present information and respond to questions appropriately. •Support Company’s effort to create a more sustainable, cross-cultural and “green” environment.
•Highly developed, detail-oriented organizational, operational, and time management skills. •Ability to work well behind the scenes using discretion and keeping all information confidential.
•Attends or leads meetings as indicated above. •Reviews meeting minutes of prior meeting(s) and have addressed those issues assigned to them by the next meeting or have a reason why unable to do so.
Willamette Valley Vineyards Policies and Procedures
• Policies and Procedures in the Willamette Valley Vineyards Employee Handbook and related Policies and Procedures in the Policy & Procedure Manual are to be included in this agreement.