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Admin | Novato, CA | Full Time

Job Description

Position: Receptionist

Reports to: Director of Human Resources

Job Type:  Full-Time

Location: Novato, CA


About Us:

Founded in 1999, WX is a privately-owned company that develops exclusive brands of wine, beer, and spirits for retailers around the world, as well as has a portfolio of National Brands that are sold across the U.S. and in select countries around the world. WX has offices in Novato, CA and London. 

For more information, please visit:


Primary Responsibilities        

Office Management/Reception – 50%

  • Maintain positive professional presence at front desk, greeting visitors and answering phones.
  • Assists with general administrative duties as needed including but not limited to, filing, preparing correspondence, faxing, copying, and sorting mail.
  • Daily coordinating in-office meetings and conference rooms
  • Orders and maintains office supplies and inventory
  • Manage vendors relationships for cost effective offices supplies
  • Places and picks up lunch orders when requested
  • Maintains distribution of office security codes and keys
  • Coordinates offsite storage requests
  • Maintain an organized supply room and kitchen
  • Assist with mail merge and shipping projects

Communicate with building management as needed

  • Run office errands
  • Approve invoices and provide receipts to accounting
  • Maintain current mailboxes and scanner email addresses
  • Ensure general upkeep of conference rooms
  • Issue and log who receives office/gym keys, alarm codes


HR Assistant – 25%

  • Provide recruitment assistance by scheduling in-person interviews
  • Collect applications and interview evaluation forms.
  • Organize new hire onboarding (new hire paperwork, orientation schedule, etc)


Event Coordinating and Company Culture 15%


  • Event planning for company events including seasonal social gatherings such as the holiday party and summer picnic.
  • Planning offsite quarterly company meetings.
  • Monthly on-site employee recognition (ie wine-tasting, birthdays, special occasions)
  • Coordinating company volunteer projects
  • Create and send out monthly newsletters


Executive Assistant – 10%

  • Provide administrative support to other departments needs with special projects on an as-needed/as-available basis. 
  • Assist Senior Mgrs. with scheduling meetings.
  • Assist with travel arrangements and hotels accommodations
  • Assembly of board books.
  • Assist Office Manager on overflow tasks; calls, emails, errands, etc..

·       Enter and submit company expense reports


  • Bachelor’s degree (B. A.) or equivalent, four years related experience, or equivalent combination of education and experience.
  • Excellent verbal and written communication skills – you are often the first face for WX Brands, a friendly professional demeanor is important.
  • Strong organizational and problem solving skills; able to manage priorities and workflow.
  • Ability to work independently without direction
  • Acute attention to detail.
  • Ability to deal effectively with a diversity of individuals at all organizational levels.
  • Good judgement with the ability to make timely and sound decisions
  • Demonstrated ability to plan and organize projects.
  • Commitment to excellence and high standards.
  • Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
  • Proficient on Microsoft Word, Excel, and PowerPoint.
  • Intermediate to advanced skills with MS Outlook.
  • Must valid license and clean driving record. Ability to use personal car for errands regularly.

Bonus Points:

  • Bonus points if you have some experience supporting HR as this position could take on more HR related projects.


  • We are a fast paced company that also likes to have fun! Our benefits package includes medical at 85% and a generous PTO program, starting at 19 days per year. Of course, this position comes with all of the perks of working in the wine industry.