Executive Assistant and Administrator

Vinarchy • Field Based US, MS

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About The Position

Vinarchy is a global wine company established in 2025 following the merger of Accolade Wines and Pernod Ricard Winemakers. The Executive Assistant and Administrator provides high-quality administrative and coordination support across the Commercial business and reports to the Americas Managing Director. The role provides dedicated executive support to the Managing Director, helping organise diaries, meetings, travel and day-to-day priorities, as well as general administrative support to the Senior HR Business Partner and wider team. It requires someone organised, proactive and responsive who is comfortable working with senior stakeholders across countries and time zones.

This is a part-time position of 20 hours per week, with work arranged across three, four or five days per week according to a routine that works for the successful candidate.

Requirements

• 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, including the ability to manage multiple activities and changing priorities.
• Strong interpersonal skills and confidence building effective relationships with senior leaders, colleagues and external stakeholders.
• Strong written and verbal communication skills, including 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 willingness to take ownership and get things done.
• Comfort working across different countries, cultures and time zones in a fast-paced, international environment.
• Proof of legal work rights and completion of relevant pre-employment screening to verify eligibility and suitability.

Responsibilities

• Provide day-to-day executive support to the Americas Managing Director, including managing diaries, meetings and priorities, coordinating schedules and resolving diary conflicts.
• Organise meetings and prepare agendas, presentations, reports and briefing materials; maintain action logs and follow up on commitments.
• Coordinate domestic and international travel, including flights, accommodation, transport and itineraries; process and reconcile expenses and related administration.
• Support leadership meetings, customer visits, team events and other business activities, coordinating logistics, venues, catering and technology requirements.
• Serve as a professional point of contact for colleagues and stakeholders engaging with the Americas Managing Director, and coordinate activities across locations and time zones.
• Provide administrative support to the Senior HR Business Partner, Commercial leadership team and other senior leaders, handling sensitive information discreetly.
• Support office and team activities by maintaining trackers, records and business documentation, and assisting with purchase orders, suppliers, new starter administration and employee engagement.
• Coordinate and provide administrative support for business projects and initiatives, maintaining project plans, meeting notes and action trackers, supporting people and Commercial initiatives, and identifying opportunities to simplify administration and improve ways of working.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: No Education Listed