Senior Administrative Assistant

About the CompanyThe Fine Wine Reserve is the GTA’s pre-eminent wine storage provider, first-to-market, and a fixture of the local wine community since 2003. Caring for over 300,000 bottles of rare and fine wine for 500+ clients, at two GTA locations, the Fine Wine Reserve provides discerning collectors with industry-leading standards of fine wine storage and related services. We are a small hard-working team of five persons who share in the understanding that integrity, authenticity, reliability and focus is the key to the company’s success.About the RoleThis position is a dynamic and rewarding opportunity for a high performing, enthusiastic and organized individual to become a key member of our team. The candidate will be stationed with the rest of the team at FWR II in Etobicoke. Occasional trips to our downtown location (FWR I) will be required.This is not your typical administrative position. For those that prefer admin-only related duties with a constant and predictable routine, this is NOT the position for you. While administrative duties will be your primary responsibility and consume up to 60% of your time, we expect you to take a lead role in a wide range of other exciting roles. As for example: Business Development; Marketing and Promotion; Social Media Management; Event Management; Wine Collection Management; Wine Collection Sales; and Project Management to name a few. The candidate MUST be willing AND able to take on these challenges.Things You Will DoGeneral Office Administrative SupportOversee and manage the daily operations of the officeDatabase management - maintain company contacts and other databasesPrinting, copying, scanning, filing, scheduling and calendaringProcurement for our cellars, office, W/C, kitchen, wine tasting room, etc.Develop, implement and publish company policies and proceduresMaintain company software/hardware incl. MS Office 365 Teams, SharePoint, Voice and our WMSOrganize company events, staff appreciation and other team building initiativesWrite emails, memos, letters and documents for staff and clientsRoutine IT duties, maintain phones, printers, PC'sPrimary liaison with IT, Security, and other vendors, suppliers and stakeholdersData entry - compile, enter, check, reconcile and analyze dataPrepare and create Excel spreadsheetsRespond to sales calls, issue estimatesLight housekeeping of office, staff kitchen, W/C'sWine tasting room clean up duties (back-up role)Solve problems, find solutionsCEO Executive Assistance SupportMonthly KPI report productionAssist with shareholder annual reviewAssist with expense reportsAssist accounting with collectionsClient Administrative SupportPrimary liaison between clients and our offsite cloud accounting teamRespond to client inquiries and requestsOnboard new clients, account set up, create and send welcome packagesMeet clients at FWR I downtown, to replace pass cards, give tours, change locks, etc (back up role).Cellar and Shipping Team Support (all minor back up role only)Assist with shipping & receivingAssist with cellar relocationsAssist with inventorying and labelingInfrequent light to moderate physical effort required, and the ability to lift 40 pounds would be a asset,Event ManagementCoordinate and manage wine tastings and other eventsConcierge and greeter servicesLiaison with wine agents and clientsDesign, create and distribute email invitationsSet up and clean upCommunications, Marketing and Business DevelopmentCrafting clear and concise emails/announcements for clients and stakeholdersSocial media postings & managementWebsite re-design and maintenance lead, liaison with designers and programmersE-newsletter design, creation and production, editor or primary coordinator rolePromotional writing, and activitiesProject ManagementSpecial projects leaderResearch dutiesBudgets and estimatesAbout YouTalented problem solverExcellent supervisory and team management skillsHighly proficient English communication skills, both written and oralSuperior data entry skills, highly proficient, accurate and superior attention to detail.Demonstrated ability to write clear and concise emails, memos, letters and reports. You are a talented and proficient writer, you like to write, and it comes easy to youConfident self-starter attitude, independently motivated, with the ability to take on tasks and duties without immediate directionDemonstrated intermediate to advanced proficiency with MS Office 365 applications including Excel, Outlook, Word, Teams, OneDrive, SharePoint and VoiceAdvanced MS Excel spreadsheet abilitiesPleasant, courteous and sociable with strong interpersonal and communication skillsDemonstrated commitment to serve clients brilliantly and effectivelyExperience with Social Media marketing, particularly Instagram and Linked InYou have at least some experience in sales, marketing or business developmentComfortable using Constant Contact (an asset)Candidate agrees to a criminal background check, and must be bondableYour Education & ExperienceMinimum 10+ years experience as a Senior Administrator, or in an office management, operations, business development, marketing or project management roleCompletion of a post-secondary diploma or degreeA Diploma in Administration, Business, Marketing, or Project Management would be preferredAbility to provide 3 reasonably recent, qualified employment references who will be contacted should you be shortlisted for further reviewA Class G drivers' license and reliable access to a vehicle.While an interest in wines is not a prerequisite, wine lovers will enjoy being immersed in this exciting and lavish world of fine and rare winesWhy You Will Love Working For UsFlexible work hours for improved work/life/family balanceGenerous paid vacation benefits (3 weeks to start)Support for ongoing professional developmentWine storage and tasting room discountsInvitations to wine tastings and eventsFree onsite parkingCasual DressBonus PayWine! Learn, study and sampleType of PositionFull time employment with a three (3) month probationary periodReporting to the CEOWorking HoursMonday to Friday 10am to 6pm (flexible)Starting Salary$60,000 to $72,000We thank all applicants for their interest, however, only those selected for further consideration will be contacted.