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Administrative Chief of Staff

WineTalent is working with The Duckhorn Portfolio on an Administrative Chief of Staff Search

About the Company:  The Duckhorn Portfolio is North America’s premier luxury wine company, with ten brands, eight state-of-the-art winemaking facilities, seven tasting rooms and over 1,100 coveted acres of vineyards spanning 33 Estate properties. The Duckhorn Portfolio is a publicly traded company on the New York Stock Exchange with the ticker symbol NAPA.  The wines are available throughout the United States, on five continents, and in more than 50 countries around the world.

About the Position:  The Administrative Chief of Staff provides confidential support to the CEO, CFO, CS&LO and CMO.  The role will provide upper-level administrative support to the executive team.  This includes handling travel arrangements, meeting coordination and executive communications.  Additionally, the Administrative Chief of Staff handles communications with the external Board of Directors.  The Administrative Chief of Staff needs to have the utmost discretion and a high level of personal integrity.

Responsibilities:

Executive Support – 60%

  • Coordinates meetings including preparing and distributing agendas and other meeting materials, reserving and preparing facilities
  • Works closely and effectively with CEO, CFO, CS&LO and CMO to keep them well informed of upcoming commitments and responsibilities
  • Communicates with executive, administrative and management to gather and convey information relating to Executive’s responsibilities
  • Arranges travel, books lodging, and transportation.   Creates itineraries for the CEO, CFO, CS&LO and CMO
  • Performs general clerical duties including filing, photocopying, obtaining signatures and mailing
  • Prepares and completes monthly expense reports
  • Processes department invoices; ensure that correct account codes are used and required signatures are obtained
  • Communicates directly and on behalf of the CEO with employees, clients and vendors
  • Maintains communication with Administrative Team on principal company matters
  • Orders, picks-up and arranges lunch for meetings as needed
  • Researches, prioritizes and follows up incoming uses and concerns addressed to the CEO, including those of sensitive or confidential nature. Determines appropriate course action and how to respond

NAPA Board Support – 20%

  • Coordinates all aspects of seasonal in-person Board and committee meetings including, accommodation, transportation, meals and all needed meeting collateral
  • Schedules and host virtual board and committee meetings as needed
  • Collaborates with various departments including hospitality, events, and IT to ensure seamless meeting execution
  • Manages Director expense reimbursement, collaborate with Accounts Payable Department on all communications related to payment transfer to Directors
  • Handles all communication with Board of Directors from CEO or personally. Manage Director gifting, wine orders, tasting reservations and serve as the point of contact for any requests in a timely and professional manner

Office Management Support – 20%

  • Leads a small team of Office Managers located in Napa and Sonoma Counties
  • Facility management; secure access, office space needs and supplies, seating chart logistics and location specific communication. Assist with local onboarding and offboarding, monthly staff events, safety trainings, team gifting and events. Liaise with landlords on any tenancy issues in the buildings

Qualifications:

  • Proficiency in Microsoft Office Suite, especially Word, Excel and PowerPoint
  • Superior customer service insight and delivery
  • Must be a team player with a high level of integrity and trust
  • Strong organizational skills with an acute attention to detail
  • Adaptable and flexible with the ability to juggle competing priorities
  • Good work ethic, reliability and emotional maturity
  • Friendly, approachable, curious, and positive
  • Ability to manage diverse projects with minimal supervision
  • Excellent communications skills, written and verbal
  • Demonstrated ability to plan and organize projects and events
  • Professional appearance and demeanor
  • Available for communication after business hours and weekends for miscellaneous requests and needs
  • Notary a plus

Compensation and Benefits:

  • This is a full-time, salaried position. The anticipated initial compensation range is $100,000 to $125,000
  • Competitive compensation depending on experience plus benefits including medical, dental, vision, life insurance, PTO, and 401(k) with company match

About WineTalent:  WineTalent is a wine industry focused recruitment company. We work closely with our clients and our job seekers to find the right fit of talents, experience and work environment. All inquiries will be kept strictly confidential.

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