Executive Assistant Project Manager

Wine Industry Expo; Napa, Northern (CA, KY); Hybrid; USD 55,000 - 75,000; Full time

Job summary

The Vinery is a leading vineyard and winery real estate brokerage and appraisal firm on California’s Central Coast. We seek an organized Project Coordinator / Executive Assistant to support our CEO, manage client communications, and coordinate real estate engagements.

You will help create efficient systems, onboard new clients, and ensure project momentum across appraisal and brokerage teams. You’ll work in a fast-moving environment, coordinating schedules, notes, and follow-through while

Qualifications

• Strong organizational and project coordination skills.
• Excellent written and verbal communication.
• Experience in EA/PA, project coordination, client services or real estate.
• Ability to manage multiple priorities and deadlines independently.
• Confident communicating with clients and representing the firm professionally.
• Strong attention to detail and follow-through.
• Interest in wine, vineyards, luxury real estate or hospitality.

Responsibilities

• Manage the CEO's calendar, meetings, scheduling, and travel coordination.
• Coordinate client scheduling, meetings, project updates, and follow-ups.
• Guide new clients through onboarding and intake process.
• Gather information and documentation to launch engagements.
• Create a polished client experience from inquiry through project completion.
• Maintain Salesforce client records and contact data.
• Coordinate with appraisers, real estate agents, clients, and partners.
• Track milestones, deliverables, and deadlines.
• Support marketing and listing updates for vineyard/winery properties.
• Assist with social media presence and campaigns.

Tools

Salesforce

Job description

Full-Time | Hybrid | San Luis Obispo County

About The Vinery

The Vinery is a leading vineyard and winery real estate brokerage and appraisal firm serving some of the most sought-after wine regions on the West Coast. From Napa Valley and Willamette Valley to California's Central Coast, including San Luis Obispo and Santa Barbara Counties, we work with vineyard owners, winery operators, investors, and high-end real estate clients navigating complex and highly specialized properties. We are a growing, entrepreneurial firm operating at the intersection of wine, real estate, agriculture, and investment, and we are looking for someone who is excited to grow alongside us.

The Opportunity

We're looking for an exceptionally organized, energetic, and people-oriented Project Coordinator / Executive Assistant to work closely with our CEO and serve as a central point of connection between our clients and our appraisal and brokerage teams. This is much more than a traditional administrative role. You'll help keep a fast-moving real estate business organized, responsive, and one step ahead, managing everything from executive scheduling and client communication to project coordination, meeting notes, onboarding, and follow-through. You are someone who naturally looks for ways to make other people's lives easier. You love creating order, building better systems, anticipating what needs to happen next, and making sure nothing falls through the cracks. For someone interested in the wine industry, luxury real estate, or both, this is an opportunity to gain a unique inside look at the business of vineyards and wineries throughout the West Coast.

Who You Are

You are highly organized, detail-oriented, resourceful, and energized by a fast-paced environment.

You're the kind of person who sees a complicated process and immediately starts thinking about how to make it simpler. You're equally comfortable communicating with a high-profile client, organizing the details behind a real estate engagement, managing a CEO's calendar, or following up with a team member to make sure an important deadline stays on track.

• A natural people person who communicates with warmth, confidence, and professionalism
• Highly organized and able to manage multiple moving pieces without losing sight of the details
• Proactive rather than reactive, with an instinct for anticipating what will be needed next
• Someone who enjoys developing systems, streamlining tasks, and improving how work gets done
• Comfortable taking ownership and working independently
• Curious, adaptable, and eager to learn
• Interested in real estate, wine, vineyards, hospitality, agriculture, or the broader luxury property market
• Energized by being part of a small, ambitious company that is growing quickly

What You'll DoExecutive Support

• Manage the CEO's calendar, meetings, scheduling, and travel coordination
• Help manage and organize executive email communication, follow-ups, and priorities
• Attend key meetings, capture clear notes and action items, and help ensure follow-through
• Anticipate scheduling conflicts, deadlines, and outstanding items before they become bottlenecks
• Create systems and processes that make day-to-day operations more efficient

Client Experience & Coordination

• Serve as a professional and highly responsive point of contact for clients by phone and email
• Coordinate client scheduling, meetings, project updates, and follow-ups
• Guide new clients through the onboarding and intake process
• Gather the information and documentation needed to launch new appraisal and brokerage engagements
• Help create a polished, seamless client experience from initial inquiry through project completion

Project & Real Estate Coordination

• Coordinate with appraisers, real estate agents, clients, and outside partners to keep engagements moving forward
• Track key project milestones, deliverables, paperwork, and deadlines
• Maintain accurate client and contact records in Salesforce
• Assist with real estate paperwork and listing coordination
• Maintain vineyard and winery property listings and related content across relevant platforms
• Help manage listing advertising and ensure property information remains accurate and current

Marketing & Business Support

• Help maintain The Vinery's presence across LinkedIn, Instagram, and Facebook
• Coordinate updates to vineyard and winery listing content and marketing materials
• Support the team with special projects and evolving business needs as the company grows

Skills & Experience

We care as much about how you work as where you've worked. Ideal candidates will bring:

• Strong organizational and project coordination skills
• Excellent written and verbal communication
• Experience in an executive assistant, project coordinator, client services, operations, real estate, or similar role
• The ability to independently manage multiple priorities and deadlines
• Confidence communicating directly with clients and representing the firm professionally
• Strong attention to detail and follow-through
• Comfort working with standard business software and learning platforms such as Salesforce
• Familiarity with real estate or property listing platforms is a plus
• Experience managing business social media accounts is a plus
• Experience or genuine interest in wine, vineyards, luxury real estate, agriculture, or hospitality is highly valued

Why The Vinery

The Vinery offers the opportunity to work inside a highly specialized corner of the real estate industry alongside a growing team with deep expertise in vineyards, wineries, and agricultural properties.

It is also a rare opportunity to build your career while living on California's Central Coast and working with a growing team of professionals connected to some of the most respected wine regions in the West.

You'll have exposure to exceptional properties, sophisticated clients, and some of the premier wine regions in the country while playing an important role in helping shape the systems and client experience of a growing company.

If you're someone who thrives on making things run better, enjoys working with people, and is excited by the worlds of wine and real estate, we'd love to meet you.