Executive Assistant

Jackson Family Wines; Santa Rosa (CA); On-site; USD 72,000 - 90,000; Full time

Benefits offered by this job

Health benefits

401k match

Generous time off

Volunteer time

Development opportunities

Mental health resources

Wine discounts

Job summary

Jackson Family Wines seeks a skilled administrative professional to support Sales leadership with executive scheduling, travel, communications, reporting, and budgeting. The role involves coordinating meetings, preparing materials, and managing confidential information while liaising with executives, distributors, customers, and partners.

Ideal candidates will have 5+ years of administrative experience supporting senior leaders, proficiency in MS Office, and strong organizational and

Qualifications

• Minimum of five (5) years of progressively responsible administrative support experience.
• Experience supporting senior executives or executive leadership teams preferred.
• Experience supporting a sales, marketing, or commercial organization preferred.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related business applications.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational, planning, and time-management skills.
• Ability to handle confidential information with discretion.
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment.

Responsibilities

• Manage complex calendars, appointments, meetings, and scheduling priorities.
• Coordinate conference calls, virtual meetings, and executive communications.
• Prepare correspondence, presentations, reports, agendas, and meeting materials.
• Track and monitor follow-up items, commitments, and departmental initiatives.
• Serve as a liaison between Sales leadership, field sales personnel, distributors, and internal partners.
• Handle confidential and sensitive information with discretion.
• Coordinate domestic and international travel arrangements, including air, hotel, ground transportation, itineraries, and aircraft requests.
• Manage travel-related documentation, expense support, and itinerary changes.
• Coordinate hospitality activities for distributors, customers, and guests, including accommodations and winery visits.

Skills

Executive support

Calendar management

Travel coordination

Budgeting

Reporting

Vendor management

Confidentiality

Communication

Project coordination

Meeting planning

Job description

POSITION SUMMARY:

Provides comprehensive administrative, operational, and project support to Sales leadership and the Sales organization. This position serves as a trusted business partner responsible for executive scheduling, travel coordination, communications, reporting, meeting and event planning, budget administration, expense management, and departmental initiatives.

The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities while maintaining confidentiality and professionalism. The role requires exceptional communication skills, sound judgment, and the ability to interact effectively with executives, employees, distributors, customers, and business partners.

ESSENTIAL FUNCTIONS/DUTIES:

Executive Support

• Manage complex calendars, appointments, meetings, and scheduling priorities.
• Coordinate conference calls, virtual meetings, and executive communications.
• Prepare correspondence, presentations, reports, agendas, and meeting materials.
• Track and monitor follow-up items, commitments, and departmental initiatives.
• Serve as a liaison between Sales leadership, field sales personnel, distributors, and internal business partners.
• Handle confidential and sensitive information with a high degree of professionalism and discretion.

Travel & Hospitality Coordination

• Coordinate domestic and international travel arrangements, including air, hotel, ground transportation, itineraries, and aircraft requests.
• Manage travel-related documentation, expense support, and itinerary changes.
• Coordinate hospitality activities for distributors, customers, and guests, including accommodations, winery visits, transportation, meals, and related logistics.

Sales Administration & Operational Support

• Prepare, compile, maintain, and distribute sales, pricing, inventory, and business reports.
• Maintain departmental rosters, organizational information, contact lists, and trackers.
• Coordinate wine sample requests and shipments.
• Process distributor appointment forms and maintain related records and documentation.
• Support onboarding and departmental administrative processes.
• Assist with special projects and strategic initiatives as assigned.

Financial Administration

• Process invoices, purchase orders, and vendor documentation.
• Coordinate travel and entertainment expense reporting and reconciliation.
• Assist with budget tracking, reporting, accruals, and expenditure monitoring.
• Administer Tactical Investment Program (TIP) requests, tracking, reporting, invoices, and supporting documentation.

Meetings & Events

• Coordinate logistics for leadership meetings, sales meetings, distributor meetings, conferences, and special events.
• Prepare agendas, meeting materials, presentations, and attendee communications.
• Coordinate meeting facilities, catering, audiovisual support, and event logistics.
• Provide on-site support for meetings and events as needed.

Other Duties

• Perform advanced administrative functions, including proofreading, editing, filing, and records management.
• Maintain organized and accurate departmental documentation.
• Perform other duties and special projects as assigned.

JOB REQUIREMENTS:

Essential Skills, Experience, and Education

• Minimum of five (5) years of progressively responsible administrative support experience.
• Experience supporting senior executives or executive leadership teams preferred.
• Experience supporting a sales, marketing, or commercial organization preferred.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related business applications.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational, planning, and time-management skills.
• Ability to handle confidential information with discretion.
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment.
• Organizational Excellence
• Attention to Detail
• Initiative and Accountability
• Communication Skills
• Relationship Management
• Confidentiality and Judgment
• Adaptability
• Customer Focus
• Collaboration and Teamwork
• Project Coordination

Physical Requirements

• Ability to sit and work at a computer for extended periods of time.
• Ability to occasionally stand, walk, bend, stoop, kneel, reach, and lift up to 50 pounds.
• Ability to travel occasionally and work outside normal business hours when business needs require.

WAGE TRANSPARENCY:

The annual salary for this role ranges from $72,000 - $90,000. Compensation will be determined by candidate experience, skills, and location.

BENEFITS:

• Health Benefits – Medical, Dental, Vision, Disability & Life insurance
• 401k with employer match
• Generous time off including vacation, holidays, and paid health time
• Paid volunteer time
• Learning & Development opportunities
• Modern Health virtual mental health & coaching visits
• Wine discounts!

Jackson Family Wines is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. All employment decisions are based on merit and business needs.