Executive Assistant

Talentify; Williamsburg (VA); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Health Savings Account

401(k) matching

Wine and food discounts

Paid time off

Job summary

Talentify in Williamsburg, VA is seeking a proactive Executive Administrative Assistant to provide comprehensive administrative and logistical support to winery leadership. You will manage calendars, draft correspondence, greet guests, and maintain key records, while handling sensitive information with discretion.

The role involves coordinating meetings across departments, maintaining corporate documents, and assisting multiple departments as needed, all in a professional, guest‑friendly

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.

Responsibilities

• Coordinate meetings and maintain executives’ calendars.
• Draft correspondence per senior management.
• Greet guests and customers in administrative offices.
• Maintain business list, contacts, emails, and telephone numbers.
• Arrange meetings in the Board Room, White Horse, or conference room.
• Maintain and organize all significant corporate documents of record (licenses, insurance, and standing documents).
• Respond and/or distribute email daily.
• Check and distribute mail, manage packages, and shipments.
• Maintain office supplies inventory and reorder as needed.
• Assist other departments as needed by senior management.

Skills

Detail oriented

Microsoft Office

Multitasking

Discretion

Communication

Tools

Microsoft Office

Job description

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

1. 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)
2. General Office Responsibilities
   • Maintain corporate electronic and physical files.
   • Respond and/or distribute [e-mail] 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.