Senior Administrative Assistant

6 days ago

Etobicoke, Canada The Fine Wine Reserve Full time

About the Company

The 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 Role

This 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 Do

General Office Administrative Support

  • Oversee and manage the daily operations of the office
  • Database management - maintain company contacts and other databases
  • Printing, copying, scanning, filing, scheduling and calendaring
  • Procurement for our cellars, office, W/C, kitchen, wine tasting room, etc.
  • Develop, implement and publish company policies and procedures
  • Maintain company software/hardware incl. MS Office 365 Teams, SharePoint, Voice and our WMS
  • Organize company events, staff appreciation and other team building initiatives
  • Write emails, memos, letters and documents for staff and clients
  • Routine IT duties, maintain phones, printers, PC's
  • Primary liaison with IT, Security, and other vendors, suppliers and stakeholders
  • Data entry - compile, enter, check, reconcile and analyze data
  • Prepare and create Excel spreadsheets
  • Respond to sales calls, issue estimates
  • Light housekeeping of office, staff kitchen, W/C's
  • Wine tasting room clean up duties (back-up role)
  • Solve problems, find solutions

CEO Executive Assistance Support

  • Monthly KPI report production
  • Assist with shareholder annual review
  • Assist with expense reports
  • Assist accounting with collections

Client Administrative Support

  • Primary liaison between clients and our offsite cloud accounting team
  • Respond to client inquiries and requests
  • Onboard new clients, account set up, create and send welcome packages
  • Meet 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 & receiving
  • Assist with cellar relocations
  • Assist with inventorying and labeling
  • Infrequent light to moderate physical effort required, and the ability to lift 40 pounds would be a asset,

Event Management

  • Coordinate and manage wine tastings and other events
  • Concierge and greeter services
  • Liaison with wine agents and clients
  • Design, create and distribute email invitations
  • Set up and clean up

Communications, Marketing and Business Development

  • Crafting clear and concise emails/announcements for clients and stakeholders
  • Social media postings & management
  • Website re-design and maintenance lead, liaison with designers and programmers
  • E-newsletter design, creation and production, editor or primary coordinator role
  • Promotional writing, and activities

Project Management

  • Special projects leader
  • Research duties
  • Budgets and estimates


About You

  • Talented problem solver
  • Excellent supervisory and team management skills
  • Highly proficient English communication skills, both written and oral
  • Superior 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 you
  • Confident self-starter attitude, independently motivated, with the ability to take on tasks and duties without immediate direction
  • Demonstrated intermediate to advanced proficiency with MS Office 365 applications including Excel, Outlook, Word, Teams, OneDrive, SharePoint and Voice
  • Advanced MS Excel spreadsheet abilities
  • Pleasant, courteous and sociable with strong interpersonal and communication skills
  • Demonstrated commitment to serve clients brilliantly and effectively
  • Experience with Social Media marketing, particularly Instagram and Linked In
  • You have at least some experience in sales, marketing or business development
  • Comfortable using Constant Contact (an asset)
  • Candidate agrees to a criminal background check, and must be bondable


Your Education & Experience

  • Minimum 10+ years experience as a Senior Administrator, or in an office management, operations, business development, marketing or project management role
  • Completion of a post-secondary diploma or degree
  • A Diploma in Administration, Business, Marketing, or Project Management would be preferred
  • Ability to provide 3 reasonably recent, qualified employment references who will be contacted should you be shortlisted for further review
  • A 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 wines


Why You Will Love Working For Us

  • Flexible work hours for improved work/life/family balance
  • Generous paid vacation benefits (3 weeks to start)
  • Support for ongoing professional development
  • Wine storage and tasting room discounts
  • Invitations to wine tastings and events
  • Free onsite parking
  • Casual Dress
  • Bonus Pay
  • Wine Learn, study and sample


Type of Position

Full time employment with a three (3) month probationary period

Reporting to the CEO


Working Hours

Monday to Friday 10am to 6pm (flexible)


Starting Salary

$60,000 to $72,000


We thank all applicants for their interest, however, only those selected for further consideration will be contacted.

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