National Sales Administrative Assistant

Part time

Willamette Valley Vineyards is searching for a self-motivated Administrative Assistant superstar to join our National Sales department. This is a part-time position working 25 hours/week. 

The National Sales Administrative Assistant is responsible for providing technical, clerical, administrative, writing, and email support to the National Sales Coordinator.

Primary Job Responsibilities/Essential Functions

  • Tracks inventory levels of National Sales POS such as swag items and printed materials. Places POs for NS Coordinator to approve. Orders and organizes materials upon arrival. 
  • Monitors the email and replies or forwards messages, as necessary.
  • Manages the processing of mail-in rebates – enters, acknowledges, responds to inquiries, and follows up with accounting to complete.
  • Drafts email and print communications to be sent to account and distributor contacts as requested.
  • Works with the Marketing Department to distribute promotional material.
  • Pulls mailing lists from GreatVines.
  • Updates Depletions spreadsheet on a monthly basis and alerts the National Sales Coordinator or appropriate Brand Manager of any inventory issues as specified on the reports.
  • Assists with GreatVines database
  • Inputs new contacts/updates as requested.
  • Sends shipment report to GreatVines on a monthly basis to upload.
  • Ensures records are appropriately recorded and saved (e.g., quarterly meetings with all states).
  • Pulls contact lists for e-blasts and mailings. 
  • Assists with travel preparations as requested for National Brand Ambassadors and CEO (e.g., booking travel reservations, prepping materials like POS and swag).
  • Coordinates sample shipments or gifts as needed.
  • Manages annual holiday gifts – presents gift options, helps prepare recipient lists, organizes mailing. 
  • Arranges auction items, guest visits, and events as needed.
  • Records meeting minutes and distribute as requested; follows-up on action items with the National Sales Coordinator.
  • Monitors National Sales calendar for accurate and detailed information (trip block dates, major events, VIP visits, etc.).
  • Encourages National Brand Ambassadors to conduct price surveys and records them in a Google document; reviews bi-weekly and informs National Sales Coordinator and the appropriate National Brand Ambassador of any issues.
  • Other tasks and duties as assigned by the National Sales Coordinator.


Must have

  • A valid/current OLCC Server’s Permit and Food Handler’s Card.
  • A current Driver’s License and a clean/good driving record.
  • Excellent communication skills.
  • Highly developed organizational and time management skills. 
  • Excellent interpersonal and supervisory skills, including the ability to lead and delegate tasks with effective follow-up.
  • A high degree of accuracy and attention to detail.
  • Proficient with Chrome and Google suite, especially Gmail, Calendar, and Drive. 
  • Able to use standard CRM, Microsoft Office Suite, POS, and department-specific related software programs.

Must be able to 

  • Lift 40lbs and navigate stairs and hilly terrain.
  • Stand for long periods of time and work in a fast-paced environment.
  • Sit for long periods of time.
  • Work weekends and evenings if necessary, to accomplish key tasks.
  • Communicate through active-listening skills and gather accurate insights into human behavior.
  • Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
  • Multitask, work independently and as part of a team. 
  • Build team dynamics and synergy across departments.
  • Work well behind the scenes using discretion and keeping all information confidential.
  • Use point-of-sale (POS) systems, Google services, and Microsoft Office Suite.
  • Read, analyze, and interpret general business periodicals, professional journals, technical procedures, and government regulations.
  • Write reports, business correspondence, and procedure manuals.
  • Effectively present information and respond to questions appropriately.
  • Support Company’s effort to create a more sustainable, cross-cultural, and “green” environment.

Must be

  • Independently motivated to identify and resolve issues, at the department-level.

Willamette Valley Vineyards - Turner Estate

8800 Enchanted Way SE, Turner, OR 97392