Administrative Assistant

Location Type: On-site

 

Summary:

IJW Whiskey Company, LLC (IJW) is a dynamic, fully integrated spirits company. Founded in 2017, we’ve compiled the largest independent library of aged Kentucky bourbon and rye and established a global presence including offices in Beverly Hills, Louisville and Tokyo, Japan, a 40-acre campus in Danville and a bottling facility in Harrodsburg. Our ambitious growth trajectory includes the recent groundbreaking of a new whiskey distillery in Shelbyville, KY, slated for completion in late 2025, and plans for a Japanese distillery in Chitose set to commence in 2024.

With over 100 years of combined industry expertise, our diverse team of seasoned professionals and dynamic newcomers has propelled IJW to the forefront of the spirits industry. Our strategic partnership with one of the nation’s largest independent Wine & Spirits distributors has enabled us to offer 22 products across four unique private label bourbon brands in 28 states. We have added to our spirits portfolio with our first Tequila brand launch in Q3 of 2024.

We are seeking a highly motivated and detail-oriented Administrative Assistant to join our team in Beverly Hills. This is an exciting opportunity for a driven individual who is eager to contribute to the company’s success while developing their own career. The ideal candidate will not only excel in their administrative responsibilities but also demonstrate the potential and ambition to take on broader roles as the company grows and evolves. This is a fully on-site position in our Beverly Hills Office.

Job Responsibilities:

• Provide comprehensive administrative support, including managing schedules, coordinating meetings, and handling correspondence.
• Managing everything office related such as vendor relations, front desk, building management, supplies, food, etc.
• Welcome all visitors and facilitate a seamless visit.
• Arranging domestic and international travel for employees and guests.
• Formulate complex travel schedules and coordinate with various internal and external parties to create comprehensive trip itineraries.
• Aid in employee onboarding, office arrangements, and swag.
• Anticipate the needs of the office and employees.
• Receiving, sorting, distributing all mail items, and delivering mail and/or packages at nearby postal drop off.
• Aid in meeting scheduling, coordination, and calendar invite/link creation
• Aid in following up with internal and external stakeholders to ensure deadlines, deliverables, and action items are met in a timely and effective manner.
• Act as the first point of contact for internal and external stakeholders, ensuring professional and personable communication.
• Arranging for pick-up of: UPS, FedEx, and other couriers.
• Traveling around the city running errands
• Prepare and edit documents, reports, and presentations with high attention to detail.
• Assist with special projects and initiatives, contributing creative ideas to enhance efficiency and productivity.
• Help organize company events, meetings, and team-building activities.
• Maintain confidentiality and handle sensitive information with discretion.
• Perform other administrative duties as requested.

Qualifications:

• A minimum of 2 years of experience as an Administrative Assistant or in a similar role.
• Proficiency in MS Outlook, Word, and Excel. Familiarity with other tools and software is a plus.
• Exceptional organizational skills with the ability to prioritize multiple responsibilities effectively.
• Strong verbal and written communication skills, with a personable and creative approach to problem-solving.
• Experience in booking and managing complex travel itineraries.
• A friendly, driven personality with a proactive mindset.
• Reliable transportation to our Beverly Hills office.
• Multicultural experience and/or proficiency in additional languages (such as Japanese or Spanish) is highly desirable.
• Knowledge or interest in the alcoholic beverage industry is a significant advantage.
• Willingness and ability to travel occasionally for business purposes.

Preferred Background

• Educational background in business administration, communications, or a related field.
• Demonstrated interest in professional growth and a long-term career trajectory.
• Past experience or exposure to strategic planning, event coordination, or team leadership.

What We Offer

• An opportunity to grow within a forward-thinking company and work closely with the leadership team.
• A collaborative and inclusive work environment with a focus on professional development.
• Exposure to diverse projects and industries, providing a solid foundation for future leadership roles.
• Competitive compensation and benefits package.

Benefits:

• 401(k) with matching
• Health, dental, vision insurance
• Health savings and flexible savings account
• Short-term and long-term disability insurance
• Paid time off
• Referral program
• Life insurance