Administrative Assistant, Sales & Marketing (Wine Jobs: Sales & Marketing)

  Silver Oak Cellars

  Oakville, California

ABOUT US
“We have yet to make our best bottle of wine.” This philosophy of constant improvement at Silver Oak and Twomey applies to everyone and everything we do, from grape to glass, production to sales and marketing. We live and breathe a company culture focused on a healthy work-life balance, positive thinking, collaboration, going above and beyond, education, safety and a sense of curiosity. Working at Silver Oak and Twomey comes with many benefits, but none as great as coming to work and feeling valued as a member of the family. Full time employment offers a competitive benefit and healthcare package; and of course, the wine country lifestyle!

Who are we looking for? Someone who is passionate, self-motivated, trustworthy, customer-focused and ready to work hard for an amazing company! 

OPEN POSITION
Silver Oak & Twomey Cellars is recruiting for an Administrative Assistant supporting Sales & Marketing. This position is regular full-time, benefit eligible. This is an hourly, non-exempt position and will be based in Oakville, CA. This position will report to the CA Sales Manager with a dotted line to the Director of Marketing & PR.

RESPONSIBILITIES
Wholesale Support:
• Coordinate project-based work with the ability to manage multiple projects and drive them to closure. 
• Data entry of competitive and market info and ongoing updates as directed.
• Keeps contact database of clients, customer accounts payable and key trade contacts current and accessible to all parties of the wholesale team.
• Captures contact information from business cards and other sources as requested.
• Assists with gathering information and disseminating materials pertaining to 4x annual new vintages releases.
• Assembles new release allocation letters and trade customer mailings.
• Organize internal and client meetings and conference calls for wholesale team ensuring all parties are informed of and kept abreast of schedule awareness. 
• Manage travel schedules, hotel bookings, on-site meals, restaurant reservations, meeting logistics and agendas. Confirm travel arrangements for management as requested. 
• Negotiate and communicate corporate room rates for company bookings at local hotels. 
• Takes and distributes accurate notes at meetings and on team conference calls. 
• Compose, type, and distribute professional correspondence and memoranda, emails, and faxes, using individual initiative. Sends thank you letters to new clients monthly.
• Complete expense reports for National Sales Director and as requested by management; ensure that correct account codes are used and required signatures obtained.
• Maintain filing systems for easy and confidential access to reports and correspondence both digital and hard copies.
• Meet and greet visitors in a courteous and professional manner.
• Ensure prompt and courteous answering and managing of incoming calls.
• Orders office supplies for ongoing needs and in preparation for sales and marketing mailings/initiatives. 
• Prepare and arrange presentations.
• Perform other duties as assigned.
Marketing Support:
• Maintain and communicate master Marketing calendar. 
• Complete event registration forms and coordinate shipment of materials.
• Maintains direct-to-consumer and trade newsletter contact databases in Exact Target email software.
• Coordinate and communicate travel arrangements for internal staff and external marketing partners for media tours and events. 
• Assemble and send media kits upon request and consumer direct mail campaigns.
• Provides logistical support for photo and video shoots. 

QUALIFICATIONS
• Five years related experience, or equivalent combination of education and experience.
• Proficient on Microsoft Office applications: Word, Excel, PowerPoint and Outlook. Advanced Excel skills and fast and accurate typing skills highly desired.
• Computer literate and able to learn multiple CRM and ERP systems. High data entry requirement.
• Commitment to the highest level of honesty and confidentiality, excellence and high standards.
• Excellent verbal and written communication skills.
• Strong organizational, problem-solving, and analytical skills.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Ability to deal effectively with diverse individuals at all organizational levels; Creative and innovative team player.
• Working knowledge of a wide range of office equipment. 
• Professional appearance and demeanor.

PHYSICAL/MENTAL REQUIREMENTS
While performing the duties of this job, the employee is frequently required to do the following:
• Sit for prolonged periods.
• Coordinate multiple tasks simultaneously.
• Accurately complete detailed forms and reports.
• Calculate figures and amounts. 
• Perform tasks with a sense of urgency and attention to detail required.

WORK ENVIRONMENT
• Ability to work in an open work environment with regular distraction.


The above reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

How To Apply

Submit resume via email to: [email protected]

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