Executive Assistant

TITLE: Executive Assistant

REPORTS TO: Director of Hospitality

LOCATION: Promontory Winery

SUPERVISORY RESPONSIBILITIES: None

EXEMPT(x) NON-EXEMPT ()

Situated in the western hills of Oakville, Promontory combines state of the art winemaking with deep ties to Napa Valley’s past. The rare convergence of soil types on the property yields red wines of unprecedented character that are unlike any others in the region. Our commitment to crafting exceptional wines is matched only by our dedication to providing an unparalleled experience for our guests. We are always looking for bright, passionate, and motivated professionals to join our world-class team, where your passion for wine and expertise are celebrated. Come join us!

The Executive Assistant to the Director of Hospitality will embody and communicate the culture of the Harlan Domain. The EA’s primary responsibility is to provide strategic administrative and operational support to the Director of Hospitality. This diverse position will cover not only general administrative duties in support of the Director but will also include a variety of projects to manage and take to completion, as well as managing communication with a discerning audience. The EA will use creative and organizational skills to execute with the highest level of detail and professionalism across the domain.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Work of a confidential nature, necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact, and diplomacy, as well as a thorough understanding of the organization’s policies and programs.
• Optimize the Director's time by reading, researching, and routing email correspondence; providing quick responses where needed and providing pressing email reminders.
• Be an extension of the executive by attending important meetings, taking notes, being an active participant and knowledgeable resource, while ensuring executive preparation and effectiveness.
• This will all be context-driven and enable the EA, over time, to proactively ‘see ahead’ anticipating the needs of the DOH.
• Foster relationships with other EAs and cross-functional partners to help support team programs and goals by embodying the culture, values, and goals of the DOH when engaging with internal and external parties.
• Maintain action lists for DOH throughout the work week.
• Manage special projects
• Create and maintain agendas for various weekly and monthly meetings on behalf of DOH.
• Manage and coordinate the Director's schedule and calendar.
• Plan meetings across all levels of the organization
• Write and disseminate meeting agendas and minutes for various weekly and monthly meetings on behalf of DOH.
• Prepare and submit monthly expense reimbursement reports for the DOH and hospitality function.
• On occasion, organize travel for DOH. Coordinate and manage DOH’s travel arrangements, including flights, accommodations, ground transportation, and itinerary adjustments as needed.
• In partnership with the hospitality leadership team, continuously and proactively ensure the Promontory Hospitality Manual remains current.

Hospitality Operations

• Assist DOH in organizing and preparing day-to-day hospitality activity across the domain.
• Awareness of overall winery hospitality schedules and calendars across the domain.
• Collect and assemble biographical information on confirmed visitors pre and post visit for the DOH.
• Review weekly guest list and biographical information for confirmed visitors.
• Maintain communications with hospitality participants and certain vendors.
• Responsible for maintaining hospitality collateral throughout the year and ensuring the quality of inventory upon delivery.
• Assist with hospitality projects as they arise with DOH.
• Assist with hospitality recruitment by coordinating interviews and maintaining data on all candidates.
• Support with drafting, scheduling, and maintaining onboarding schedules and training for new hospitality team members.
• Schedule various training, coaching and development sessions for the hospitality team and team members.
• Coordinate sales and wine delivery with the appropriate department (Accounts Receivable, Inventory, and Fulfillment), as needed.
• Identify and implement creative solutions and improvements to the guest/patron journey.
• Work collaboratively with assistants as well as departments teams: Logistics/Fulfillment, Finance, Hospitality/Events and Patron Relations Team.
• Create and submit WRFs for Hospitality and the DOH

OTHER REQUIREMENTS:

• 5 years of high-touch hospitality experience and executive support
• Bachelor's Degree preferred.
• Good judgment: Able to prioritize business needs and make trade-offs across all stakeholders accordingly
• Relentlessly achieve inbox zero daily for yourself and the Director
• Ability to work harmoniously with co-workers and perform duties and responsibilities in a manner consistent with the company's value of exhibiting the highest quality standards in all endeavors.
• Passionate and knowledgeable about wine, food and hospitality, with a willingness to broaden knowledge base.
• Breadth of interest across many subjects & depth of knowledge with interest to continue learning.
• Fluency with Microsoft Office (Outlook, Docs, Xcel, PowerPoint, Teams
• Must be willing to work flexible schedule with extended hours including evenings and weekends.
• Valid California Driver's license.

SKILLS & TRAITS:

• Service heart, warm and welcoming.
• Personable and attentive to guests and associates.
• Confident communicator that naturally earns others' attention and respect.
• Strong relationship building, interpersonal skills with exemplary verbal and written communications skills.
• Understand and work towards assigned goals.
• Self-aware, humble, diplomatic and professional. Able to maintain a "close distance."
• Good energy, solid work pace. Ability to work under pressure.
• Detail oriented, strong organizational skills yet adaptable to changing conditions when needed.
• Respects structure, process and routines that result in exceptional outcomes.
• A professional with sound judgment and the highest ethical standards. Proactive, honest and trustworthy.
• Team oriented.

WHAT WE OFFER

• Health benefits for you and your family, including medical/dental/vision additional health benefits include life, long term disability, FSA or HSA and 401(k)
• Vacation and sick time along with 10 paid holidays and annually designated employee appreciation days
• A diverse team of coworkers that care about each other in a fun, exciting work environment

Pay Transparency Disclosure: The pay scale for this position is $85,000.00-$95,000.00 annually. These figures represent what we reasonably expect to pay for this position, but the actual compensation offered will depend upon numerous job-related factors, including but not limited to candidate qualifications, skills, experience, education, location, and alignment with market data. The Company reserves the right to modify the range in the future.

Domain HWH is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

Employment with Domain HWH is at-will, meaning either the employee or employer may terminate the relationship at any time with or without cause and with or without notice, except as provided by law.

If you require an accommodation to apply for or interview for a position, please contact our Human Resources Department at 707.286.1900 human.resources@pacificunionco.com