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Executive Assistant to Senior Business Analyst and Executive Manager
Executive Assistant to Senior Business Analyst and Executive ManagerVinotheque Wine Cellars • Stockton, CA, US
Executive Assistant to Senior Business Analyst and Executive Manager

Executive Assistant to Senior Business Analyst and Executive Manager

Vinotheque Wine Cellars • Stockton, CA, US
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  • [job_card.full_time]
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Job Description

Job Description

Apply Here : https : / / secure.onehcm.com / ta / vinotheque.jobs?ShowJob=788708103 & TrackId=ZipRecruiter

Job Summary :

The Executive Assistant provides strategic, operational, and administrative support to the Senior Business Analyst & Executive Manager. This role functions as an extension of leadership—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 & Project Coordination

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

Scheduling & Time Management

  • Manage and prioritize the executive’s calendar, ensuring alignment with strategic objectives.
  • Coordinate recurring meetings, planning sessions, reviews, and cross-department activities.
  • Anticipate and resolve scheduling conflicts proactively.
  • Schedule protected time for focus work, planning, and strategic analysis.
  • Coordinate travel arrangements for the executive as needed.

    • Communication & Executive-Level Liaison

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

    • Accountability & Performance Tracking

  • Monitor progress on project deliverables, departmental KPIs, and strategic initiatives.
  • Flag delays, risks, and deviations from goals or timelines.
  • Maintain visibility into commitments across departments to ensure follow-through.
  • Support managers in preparing timely, KPI-focused agendas and reports.

    • Meeting Coordination & Management

  • Prepare agendas and ensure alignment with company goals and priorities.
  • Connect with meeting owners to confirm agenda readiness and required documentation.
  • Distribute meeting minutes, track follow-up responsibilities, and ensure timely status updates.
  • Manage and coordinate the following meetings :

    • Required Meetings to Manage

  • Weekly Executive Tactical & Strategic Meetings
  • Monthly Executive Team Offsite (full day)
  • Quarterly Two-Day Strategic Offsite (coordinated with Sandy Reed)
  • Monthly Manager Meetings :

    • Collaborate with the CEO’s EA on agenda creation

  • Collect department KPIs and action items
  • Monitor status of five ongoing company projects, including accomplishments, next steps, and target timelines

    • Administrative & Documentation Support

  • Create, edit, and organize executive presentations, reports, and communication materials.
  • Maintain filing systems, databases, and corporate records with accuracy and confidentiality.
  • Assist with confidential projects, compliance documentation, and sensitive operational tasks.
  • Provide advanced clerical support as needed across executive initiatives.

    • Coordination & Delegation Support

  • Cascade the executive’s directives in clear, actionable communication.
  • Work closely with managers and team leads to verify progress and ensure operational follow-through.
  • Maintain structured documentation to support accountability and consistency in execution.

    • Desired Attributes & Competencies

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

    • Qualifications

  • Education : High School Diploma required; Associate’s Degree preferred.
  • Experience : 3–5 years in executive support, project coordination, or related administrative roles.
  • Technical Skills :

    • Strong proficiency in Microsoft Office Suite

  • Familiarity with CRM or ERP systems (AccountMate, Salesforce, etc.)
  • Experience with project management tools preferred
  • Professional Skills :

    • Strong organizational, problem-solving, and time-management capabilities

  • Ability to manage shifting priorities in a fast-paced environment
  • High level of confidentiality and discretion

    • Work Environment & Physical Requirements

  • Standard office environment with moderate noise levels.
  • Frequent use of computer, phone, and office equipment.
  • Requires sitting, standing, and walking for extended periods.
  • Occasional lifting of up to 25 lbs.
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