Executive Assistant Project Manager

Full-Time | Hybrid | San Luis Obispo County

The Vinery is a leading vineyard and winery real estate brokerage and appraisal firm serving some of the most sought-after wine regions on the West Coast. From Napa Valley and Willamette Valley to California's Central Coast, including San Luis Obispo and Santa Barbara Counties, we work with vineyard owners, winery operators, investors, and high-end real estate clients navigating complex and highly specialized properties.

We are a growing, entrepreneurial firm operating at the intersection of wine, real estate, agriculture, and investment, and we are looking for someone who is excited to grow alongside us.

We're looking for an exceptionally organized, energetic, and people-oriented Project Coordinator / Executive Assistant to work closely with our CEO and serve as a central point of connection between our clients and our appraisal and brokerage teams. This is much more than a traditional administrative role. You'll help keep a fast-moving real estate business organized, responsive, and one step ahead, managing everything from executive scheduling and client communication to project coordination, meeting notes, onboarding, and follow-through.

You are someone who naturally looks for ways to make other people's lives easier. You love creating order, building better systems, anticipating what needs to happen next, and making sure nothing falls through the cracks. For someone interested in the wine industry, luxury real estate, or both, this is an opportunity to gain a unique inside look at the business of vineyards and wineries throughout the West Coast.

You are highly organized, detail-oriented, resourceful, and energized by a fast-paced environment.

You're the kind of person who sees a complicated process and immediately starts thinking about how to make it simpler. You're equally comfortable communicating with a high-profile client, organizing the details behind a real estate engagement, managing a CEO's calendar, or following up with a team member to make sure an important deadline stays on track.

• A natural people person who communicates with warmth, confidence, and professionalism
• Highly organized and able to manage multiple moving pieces without losing sight of the details
• Proactive rather than reactive, with an instinct for anticipating what will be needed next
• Someone who enjoys developing systems, streamlining tasks, and improving how work gets done
• Comfortable taking ownership and working independently
• Curious, adaptable, and eager to learn
• Interested in real estate, wine, vineyards, hospitality, agriculture, or the broader luxury property market
• Energized by being part of a small, ambitious company that is growing quickly

• Manage the CEO's calendar, meetings, scheduling, and travel coordination
• Help manage and organize executive email communication, follow-ups, and priorities
• Attend key meetings, capture clear notes and action items, and help ensure follow-through
• Anticipate scheduling conflicts, deadlines, and outstanding items before they become bottlenecks
• Create systems and processes that make day-to-day operations more efficient

• Serve as a professional and highly responsive point of contact for clients by phone and email
• Coordinate client scheduling, meetings, project updates, and follow-ups
• Guide new clients through the onboarding and intake process
• Gather the information and documentation needed to launch new appraisal and brokerage engagements
• Help create a polished, seamless client experience from initial inquiry through project completion

• Coordinate with appraisers, real estate agents, clients, and outside partners to keep engagements moving forward
• Track key project milestones, deliverables, paperwork, and deadlines
• Maintain accurate client and contact records in Salesforce
• Assist with real estate paperwork and listing coordination
• Maintain vineyard and winery property listings and related content across relevant platforms
• Help manage listing advertising and ensure property information remains accurate and current

• Help maintain The Vinery's presence across Linked In, Instagram, and Facebook
• Coordinate updates to vineyard and winery listing content and marketing materials
• Support the team with special projects and evolving business needs as the company grows

We care as much about how you work as where…