Executive Assistant

Total Wine & More

1d•Onsite

About The Position

Total Wine & More is seeking an Executive Assistant to join their team in the Bethesda, MD office. This role involves providing high-quality, proactive administrative support to multiple executive leaders across the business. The Executive Assistant will manage a wide range of executive administrative operations, including phone and inbox support, digital file and document management, coordinating complex calendars and meetings, and arranging domestic and international travel. The position also contributes to special projects by organizing workflows, tracking milestones, and supporting the execution of project plans. This role requires close partnership with other EAs and cross-functional stakeholders to maintain smooth, professional operations across three functions. The company is America’s largest independent retailer of wine, spirits, beer & more, looking for individuals who want to spark joy with customers and communities. They are expanding their business and seeking motivated and talented people to provide best-in-class service, especially those with an entrepreneurial spirit looking to develop their career.

Requirements

Bachelor’s degree
1-4 years of administrative assistant experience for SVP or above
Exceptional organization and prioritization skills, with the ability to keep projects and programs on track, anticipate next steps, and confidently guide others to meet deadlines.
Proactive problem-solving and clear, effective communication, with the judgment to pivot quickly and stay productive in fast-changing environments.
Positive energy and team-oriented mindset, contributing to a strong, engaging, and purpose-driven team culture.
Strong cross-functional collaboration skills, partnering effectively with other EAs, IT, Facilities, and broader business teams.
Advanced proficiency in Microsoft Office and collaboration tools, including Outlook and PowerPoint (animations).
Intermediate Excel and Word proficiency.
Proficiency in Microsoft Teams.
Ability to anticipate needs and proactively surface relevant information, risks, deadlines, or emerging issues before they escalate.
High level of discretion and confidentiality, especially when handling sensitive talent, organizational, legal, or commercial information.
Comfort navigating ambiguity, multi-tasking, and maintaining productivity under tight deadlines.
Understanding of People and Supply Chain operating cycles and peak periods, with the ability to adjust priorities during critical timeframes.
Strong attention to detail and accuracy, including advanced proofreading skills.
Working knowledge of legal documentation, compliance, writing, and legal support services.

Nice To Haves

Retail experience

Responsibilities

Provide high-quality, proactive administrative support to multiple executive leaders across the business.
Manage a wide range of executive administrative operations, including phone and inbox support, digital file and document management, coordinating complex calendars and meetings, and arranging domestic and international travel.
Contribute to special projects by organizing workflows, tracking milestones, and supporting the execution of project plans.
Partner closely with other EAs and cross-functional stakeholders to maintain smooth, professional operations across the three functions.
Coordinate the daily calendar, travel, and meeting logistics for multiple executive leaders, including scheduling, prioritization, and proactive conflict resolution.
Support department operations by preparing agendas, meeting materials, and food arrangements.
Assist in tracking meeting outcomes and next steps.
Manage Town Hall content and deadlines.
Organize team engagement events.
Assist with seasonal décor and special projects.
Manage administrative tasks, such as organizing and maintaining current files, expense reconciliation, report printing, mail handling, travel itineraries, reservation documents, and subscription records.
Assist with onboarding and offboarding processes, internal communications, and resource coordination for HR programs and team support needs.
Maintain office organization and supplies.
Perform floor-level responsibilities like replenishing materials, coordinating clean-up efforts, and troubleshooting basic tech issues.