Administrative Assistant

Description

Vintners Distributors, based in Union City, California, is the corporate entity for Au Energy, Loop Neighborhood Market, and Poppy Market. Founded in 1978, the company owns, operates, and develops retail fuel and convenience store locations, including gas stations with car washes throughout California. In addition to its retail operations, Vintners manages a robust wholesale division that supplies fuel to dealer-operated locations and strategic partners across the state.

The Administrative Assistant is responsible for providing comprehensive administrative and operational support to the President of Retail and offering additional assistance to the Chief Executive Officer. This position requires a high degree of professionalism, discretion, and organizational skill to support the efficient execution of executive functions and business priorities.

• Provide executive-level administrative support, including calendar management, correspondence, and meeting coordination.
• Prepare, review, and edit reports, presentations, and internal communications with a high standard of accuracy and professionalism.
• Serve as a liaison between executives and internal or external stakeholders, ensuring effective and timely communication.
• Coordinate domestic and international travel arrangements, itineraries, and logistics.
• Maintain organized filing systems, records, and confidential materials in compliance with company protocols.
• Manage expense reporting, budgeting tasks, and administrative purchase orders.
• Support the preparation of board meeting materials, briefing documents, and other executive-level deliverables.
• Assist in the coordination and execution of special projects and company events as directed by senior leadership.
• Provide general office administrative support, assisting with tasks that facilitate the efficient operation of all departments within the office
• Anticipate administrative needs and proactively address potential scheduling or workflow conflicts.

• Bachelor’s degree in business administration, communications, or a related discipline preferred.
• Minimum of seven years of executive-level administrative experience within a corporate environment for C-suite partners
• Exceptional written and verbal communication skills with meticulous attention to detail.
• Advanced proficiency in Microsoft Office Suite (especially Excel) and collaboration platforms such as Teams, and SharePoint.
• Strong organizational and time management abilities, with an aptitude for handling multiple priorities in a dynamic setting.
• Demonstrated discretion and sound judgment when managing confidential and sensitive information.
• Professional demeanor and commitment to maintaining high standards of integrity and confidentiality.

• Employee Health Insurance
• Vacation
• Paid Holidays
• 410(k) Retirement Plan

The list of responsibilities outlined above is a general summary of the position. Management reserves the right to revise or adjust the job description at any time based on the needs of the company.

The company reserves the right to run background checks as a condition of employment