Sales Administrative Assistant

About Us

Demeine Estates is a family-owned producer, importer and marketer of the world’s finest wines based in the heart of Napa Valley, California. A leader in luxury wines in the U.S., Demeine Estates sets the standard in exceptional marketing, fine wine sales, and distribution services. Founded by The Lawrence family and Carlton McCoy Jr., MS, and led by President Philana Bouvier, Demeine Estates’ curated portfolio also consists of both premium family-owned domestic and international producers who represent exceptional wines anchored by quality viticulture. www.demeineestates.com

We are seeking someone with a strong administrative background to join our growing team and help support the sales function.

Job Description
Under minimal supervision, this position administers and coordinates Sales programs and projects specific to functional and/or channel needs. Performs administrative duties as needed. This position handles internal customer inquiries and must have a detailed approach to daily tasks and work well with people at all levels inside and outside the organization. As an integral part of the team, you will be expected to maintain high levels of organization and demonstrate strong attention to detail in a fast-paced environment.

Objective and Scope of Position

Reporting directly to the Senior Vice President of Sales, the Sales Administrative Assistant plays a key role in Demeine Estates’ success by providing administrative, scheduling, organizational support, and more to our sales senior leadership and their team.

Primary Job Responsibilities

At the direction of the Sr. Vice President of Sales, provide administrative support to the sales team with coordination of daily, weekly and ad hoc tasks and reporting.

· As part of the “Request for Proposal” (RFP) process, compile and complete data to be submitted to potential National Account (on and off premise retail) customers. This includes keeping track of all submitted RFP’s and continuously following up on the details. Proactively seeks continuous improvement of tools, processes and field support resources.

· Responsible for overseeing and coordinating special projects and Sales programs as assigned.

· Prepare and maintains project plans, track progress and keep clients and stakeholders apprised of any issues. Also report health and status of projects and programs to clients and stakeholders.

· Maintains project and program related documents.

· Manages all aspects of high-touch luxury event management including planning and execution.

· Demonstrates daily a clear understanding and acumen of digital Sales tools.

· Supports the sales force with general operations to help reach the team’s objectives.

· Prepares correspondence, various documents, and reports.

· Conducts basic data reporting and tracking for department.

· Performs data entry and submits progress reports for key Sales processes.

· Participates in the assimilation and on-boarding process for new sales hires.

· Creates PowerPoint presentations and presentation materials.

· Resolves routine and moderately complex inquiries.

· Communicates internally important feedback from customers.

· Organizes and maintains an e-file system.

· Organize travel, events, conferences, and other meetings.

· Creates and submits expense reports.

· Maintains calendar of appointments, meetings and travel itineraries; coordinates related

arrangements.

· Distributes minutes of meetings and other vital department information.

· Maintains discretion in handling confidential information.

· Maintains satisfactory attendance, to include timeliness.

Core Competencies

· Computer Skills: Advanced in Microsoft Excel, PowerPoint, and Microsoft Office 365 platforms, and other data sources.

· Strong communication and interpersonal skills are required.

· Must be able to work independently with little supervision.

· Must be detail-oriented and highly organized.

· Independent, pro-active can work on own, as well as within a team environment is required.

· Ability to multitask, problem solve, prioritize and exercise judgment.

· High Standards: A willingness to go above and beyond to achieve results and striving for continuous improvement.

· Results Oriented: Strong work ethic and drive for success.

· Accountability: Takes full responsibility for what is done and delivered

· Teamwork: Interest in collaborating productively with colleagues

· Excitement about working cross-functionally and being a team player working with employees across different time zones and on projects that are new and/or unfamiliar depending on the shifting needs of the company.

Experience and Qualifications

· Minimum of a High School diploma is required.

· Minimum 3-5 years of business/administrative experience to include project management experience reflecting increasing levels of responsibility.

· Experience in the wine industry STRONGLY preferred.

· This position requires effective interaction with a wide variety of individuals on several different levels, including, but not limited to, Department Heads and Sr. Leadership.

· Experience organizing, prioritizing and meeting deadlines while working on numerous on-going projects simultaneously.

· Experienced in luxury event coordination/event management.

· Skilled in reading, comprehending, interpreting and executing simple instructions, short correspondence and memos.

· Experienced in preparing reports and writing business correspondence.

· Well versed in Microsoft Office Suite Software.

· Skilled in verbal and written communications.

· Experience with sales platforms such as VIP, iDig, and Business Central a plus.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to use hands and/or fingers to handle or feel. The employee frequently is required to sit. The employee is occasionally required to stand, walk, climb, stoop, kneel, talk, or hear, and taste or smell. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision.
• Other Requirements:
• Employee must be at least 21 years of age, have a valid Driver’s License and be insurable by company standards.

Perks

• Highly Competitive Wage
• Medical, Dental and Vision Insurance Plan (80% Employer Paid)
• Health Savings Account / Flexible Spending Account
• Paid Time Off / Sick Time / Floating Personal Holiday / Twelve Company Holidays
• 401K Retirement Account with Company Match (Quarterly Eligibility)
• Quarterly Wine Allocations
• Health Club Membership
• Company Provided Wellness Programs
• Employee of the Quarter/Year Program

This is a remote position reporting to the Senior Vice President of Sales, and scheduled work hours will be in the Eastern time zone. Salary range is $28 - $36 per hour (depending on experience), plus additional bonus opportunity.

Last updated on Sep 19, 2024