Executive Assistant & Operations Coordinator

About the CompanyDancing is a boutique lifestyle brand blending wine, fragrance, and art — a mother–daughter–founded company rooted in our hillside estate vineyard in Dry Creek Valley and inspired by creative expression.About the RoleWe’re seeking a highly organized, resourceful, and detail-driven Executive Assistant & Operations Coordinator to support the founder and help run the daily flow of business — from product shipments to event logistics, vendor coordination, and calendar management. This role is ideal for someone who thrives in a dynamic, creative environment, works well independently, and takes pride in keeping things running smoothly behind the scenes.ResponsibilitiesExecutive & Administrative Support Manage calendars, scheduling, travel logistics, and meeting preparation.Draft and manage correspondence, licenses, and invoices with vendors, agencies, collaborators, and clients.Handle follow-up and task tracking from meetings to ensure projects stay on schedule.Organize brand files, contracts, and documents across Google Drive and shared systems.Operations & Logistics Coordinate production timelines for wine and fragrance launches.Communicate with compliance partners on wine shipping, licensing, and reports.Track orders, manage inventory, and coordinate fulfillment between warehouses and vendors.Maintain accurate product details, pricing, and updates in Shopify.Support wholesale order processing and trade relationships.Event & Marketing Coordination Assist the Dancing team with planning and executing events (tastings, pop-ups, dinners, and trunk shows).Manage sample shipments, influencer mailings, and PR send-outs.Track inventory for events and ensure timely delivery of product and collateral.Maintain brand photo library, PR lists, and vendor contact database. Qualifications3–5 years of experience supporting a founder, entrepreneur, or small business team.Strong organizational and project management skills; excellent attention to detail.Proficient in Google Workspace, Shopify, and Excel/Sheets.Bonus: experience with Klaviyo, Notion, or Canva.Comfortable balancing administrative tasks with hands-on operational work.Professional, discreet, and adaptable — able to handle shifting priorities gracefully.