Executive Assistant and Administrator

Title: Executive Assistant and Administrator

Location: Petaluma, CA

Field Based US, USA

Workplace: Permanent

Department: Admin

Job Description:

About Us

Vinarchy. Redefining Wine. 

Established in 2025 following the merger of Accolade Wines and Pernod Ricard Winemakers, Vinarchy is an exceptional global wine company committed to redefining wine.

Crafting extraordinary wines in Australia, New Zealand, Spain, Italy, South Africa, Chile and the United States, and sharing them in almost every corner of the world, we are relentlessly innovative, ambitious and imaginative at every stage from grape to glass.

About the role

Reporting to the Americas Managing Director, the Executive Assistant & Administrator provides high-quality administrative and coordination support across the Commercial business.

A key part of the role will be providing dedicated Executive Assistant support to the Americas Managing Director, helping to organise diaries, meetings, travel and day-to-day priorities.

The role will also provide general administrative support to the Senior HR Business Partner and wider team, helping to keep activities organised, actions followed up and key processes running smoothly.

This is a varied role requiring someone who is highly organised, proactive, responsive and comfortable working with senior stakeholders across different countries and time zones.

Please note that this is a part-time opportunity, set at 20 hours per week. This role is flexible enough to be performed across 3, 4, or 5 days per week in a routine that best works for the successful candidate.

Key Responsibilities Include:

•    Provide day-to-day executive support to the Americas Managing Director, including diary, meeting and priority management, proactively coordinating schedules, resolving diary conflicts and helping ensure effective use of executive time.
•    Organise meetings and prepare agendas, presentations, reports and briefing materials where required, maintaining action logs and following up on key actions and commitments.
•    Coordinate domestic and international travel, including flights, accommodation, transport and itineraries, and process and reconcile expenses and other associated administration.
•    Support the organisation of leadership meetings, customer visits, team events and other business activities, coordinating meeting logistics, venues, catering and technology requirements where needed.
•    Act as a professional point of contact for colleagues and stakeholders engaging with the Americas Managing Director, building effective working relationships with internal and external stakeholders and coordinating activities across different locations and time zones.
•    Provide administrative support to the Senior HR Business Partner, Commercial leadership team and other senior leaders as required, handling confidential and sensitive business and employee information with discretion.
•    Support the smooth running of office and team activities, maintaining trackers, records and business documentation, and supporting purchase orders, suppliers, new starter administration, employee engagement and other routine business administration.
•    Provide coordination and administrative support for business projects and initiatives, including maintaining project plans, meeting notes and action trackers, supporting key people and Commercial initiatives, and proactively identifying opportunities to simplify administration and improve ways of working.

What You’ll Bring:

•    Previous experience in an Executive Assistant, Personal Assistant, Administrator or similar business support role.
•    Experience supporting senior leaders, including diary, meeting and travel coordination.
•    Excellent organisation and prioritisation skills, with the ability to manage multiple activities and changing priorities.
•    Strong interpersonal skills with the confidence to build effective relationships with senior leaders, colleagues and external stakeholders.
•    Strong written and verbal communication skills, with the ability to prepare clear, professional documents, presentations and communications.
•    Good working knowledge of Microsoft Office, including Outlook, Word, Excel, PowerPoint and Teams.
•    Strong attention to detail and a practical, solutions-focused approach.
•    Sound judgement, discretion and professionalism when handling confidential or sensitive information.
•    A proactive, collaborative and service-focused approach, with a willingness to take ownership and get things done.
•    Comfortable working across different countries, cultures and time zones in a fast-paced, international environment.

Why Join Us?

At Vinarchy, we value entrepreneurial thinking, collaboration, and accountability, and we are building a culture where talented individuals can contribute, innovate, and grow alongside the business as we expand our presence and shape the future of wine.

Ready to redefine your future?  APPLY TODAY!

At Vinarchy we are dedicated to building a diverse, dynamic and inclusive culture. Prospective candidates will be required to provide proof of legal work rights and undertake relevant pre-employment screening to verify eligibility and suitability.