Qureos Mentor

Vinotheque Wine Cellars

<div>Job Summary: 
The Executive Assistant provides strategic, operational, and administrative support to the Senior Business Analyst &amp; Executive Manager. This role functions as an extension of leadership&mdash;enhancing productivity, driving accountability, supporting cross-department communication, and ensuring alignment with company-wide initiatives. The position requires exceptional organizational skills, strong communication abilities, and comfort working in a fast-paced, high-visibility environment.

Essential Duties and Responsibilities

Strategic Support &amp; Project Coordination
<ul><li>
Attend high-level leadership, project, and departmental meetings; take detailed notes and document key decisions.</li><li>
Track project milestones, timelines, deliverables, and follow-up responsibilities across multiple teams.</li><li>
Prepare summaries, reports, and executive-level updates for ongoing initiatives.</li><li>
Support integration of business analysis, AI adoption, information systems, and operational improvements.</li><li>
Maintain centralized documentation of discussions, action items, and progress tracking.</li></ul>

Scheduling &amp; Time Management
<ul><li>
Manage and prioritize the executive&rsquo;s calendar, ensuring alignment with strategic objectives.</li><li>
Coordinate recurring meetings, planning sessions, reviews, and cross-department activities.</li><li>
Anticipate and resolve scheduling conflicts proactively.</li><li>
Schedule protected time for focus work, planning, and strategic analysis.</li><li>
Coordinate travel arrangements for the executive as needed.</li></ul>

Communication &amp; Executive-Level Liaison
<ul><li>
Serve as a communication conduit between the Senior Business Analyst &amp; Executive Manager, the Executive Team, managers, and employees.</li><li>
Draft correspondence, follow-up messages, reminders, and summaries to ensure alignment and clarity.</li><li>
Analyze incoming communications (emails, reports, memos) and determine appropriate responses or routing.</li><li>
Coordinate with the CEO&rsquo;s Executive Assistant to align executive-level agendas, project reviews, and priorities.</li><li>
Represent the executive in meetings when delegated.</li></ul>

Accountability &amp; Performance Tracking
<ul><li>
Monitor progress on project deliverables, departmental KPIs, and strategic initiatives.</li><li>
Flag delays, risks, and deviations from goals or timelines.</li><li>
Maintain visibility into commitments across departments to ensure follow-through.</li><li>
Support managers in preparing timely, KPI-focused agendas and reports.</li></ul>

Meeting Coordination &amp; Management
<ul><li>
Prepare agendas and ensure alignment with company goals and priorities.</li><li>
Connect with meeting owners to confirm agenda readiness and required documentation.</li><li>
Distribute meeting minutes, track follow-up responsibilities, and ensure timely status updates.</li><li>
Manage and coordinate the following meetings:</li></ul>

Required Meetings to Manage
<ul><li>
Weekly Executive Tactical &amp; Strategic Meetings</li><li>
Monthly Executive Team Offsite (full day)</li><li>
Quarterly Two-Day Strategic Offsite (coordinated with Sandy Reed)</li><li>
Monthly Manager Meetings:</li><li><ul><li>
Collaborate with the CEO&rsquo;s EA on agenda creation</li><li>
Collect department KPIs and action items</li><li>
Monitor status of five ongoing company projects, including accomplishments, next steps, and target timelines</li></ul>
</li></ul>
Administrative &amp; Documentation Support
<ul><li>
Create, edit, and organize executive presentations, reports, and communication materials.</li><li>
Maintain filing systems, databases, and corporate records with accuracy and confidentiality.</li><li>
Assist with confidential projects, compliance documentation, and sensitive operational tasks.</li><li>
Provide advanced clerical support as needed across executive initiatives.</li></ul>

Coordination &amp; Delegation Support
<ul><li>
Cascade the executive&rsquo;s directives in clear, actionable communication.</li><li>
Work closely with managers and team leads to verify progress and ensure operational follow-through.</li><li>
Maintain structured documentation to support accountability and consistency in execution.</li></ul> 


Desired Attributes &amp; Competencies
<ul><li>
Exceptional organization, prioritization, and follow-through.</li><li>
Strong written and verbal communication skills.</li><li>
Analytical mindset with comfort working with data, KPIs, and metrics.</li><li>
Proactive thinker able to anticipate needs, risks, and scheduling challenges.</li><li>
Experienced with project management, information systems, and cross-functional collaboration.</li><li>
Discretion, professionalism, and trustworthiness with confidential information.</li><li>
Confidence interacting with senior leadership and multiple departments.</li></ul>

Qualifications
<ul><li>
Education: High School Diploma required; Associate&rsquo;s Degree preferred.</li><li>
Experience: 3&ndash;5 years in executive support, project coordination, or related administrative roles.</li><li>
Technical Skills:</li><li><ul><li>
Strong proficiency in Microsoft Office Suite</li><li>
Familiarity with CRM or ERP systems (AccountMate, Salesforce, etc.)</li><li>
Experience with project management tools preferred</li></ul>
</li><li>Professional Skills:</li><li><ul><li>
Strong organizational, problem-solving, and time-management capabilities</li><li>
Ability to manage shifting priorities in a fast-paced environment</li><li>
High level of confidentiality and discretion</li></ul>
</li></ul>
Work Environment &amp; Physical Requirements
<ul><li>
Standard office environment with moderate noise levels.</li><li>
Frequent use of computer, phone, and office equipment.</li><li>
Requires sitting, standing, and walking for extended periods.</li><li>
Occasional lifting of up to 25 lbs.</li></ul></div>

Executive Assistant to Senior Business Analyst and Executive Manager

Join Vinotheque Wine Cellars and explore 1   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

Vinotheque Wine Cellars

ABOUT_COMPANY

Executive Assistant to Senior Business Analyst and Executive Manager