We’re Hiring!

ADMINISTRATIVE Assistant

Part-Time
Portland, Maine


Reports to: Erica Archer, Owner of Wine Wise
Location: Portland, Maine (Hybrid)
Hours: 10-15 hours per week
Start Date: ASAP

ABOUT WINE WISE
Since 2010, Wine Wise has curated unparalleled wine education experiences in Portland, Maine, offering engaging and interactive opportunities for locals and visitors to enrich their Maine experience and wine knowledge. As a locally owned business, we collaborate with small businesses in the restaurant, beverage, and marine sectors while attracting wine enthusiasts throughout Maine and the nation. In 2024, our acclaimed Wine Sails welcomed guests from 45 states and multiple countries and were featured in Yankee Magazine’s “Best of New England, Summer Guide.” Our offerings include Wine Sails, Wine & Food Walks, a Sommelier-Curated Wine Club and Retail Wine Delivery, Small-Group Wine Region Trips, Private Events, Consulting, and more.

POSITION SUMMARY

Wine Wise is looking for a highly organized, detail-oriented, and reliable Administrative Assistant to support key operational and customer service functions. This role will assist with order fulfillment, private event coordination, invoicing, payment tracking, customer inquiries, and database management. Additionally, the Administrative Assistant will help maintain event logistics, track inventory, and support day-to-day administrative tasks to ensure smooth operations. This position requires excellent communication skills, attention to detail, and the ability to manage multiple projects efficiently.

RESPONSIBILITIES

Customer Service & Order Management:

  • Respond to customer inquiries via email and phone.

  • Process orders for wine sets and gift cards, ensuring accurate and timely fulfillment.

  • Assist with ticketing, reservations, and event logistics.

Private Event & Payment Support:

  • Handle private event follow-ups, invoicing, and tracking payments.

  • Assist in coordinating logistics and communicating with private event clients.

Operations & Logistics:

  • Assist with Wine Club fulfillment, ensuring accurate processing and timely communication.

  • Maintain and update customer databases and CRM records.

  • Track and manage event calendars, inventory, and supplier coordination.

  • Compile reports and track event attendance.

Collaboration & Growth:

  • Work as part of a team to execute plans and improve processes.

  • Identify, communicate, and troubleshoot constraints.

  • Meet with partners in person (local) and over the phone or email as needed.

REQUIRED SKILLS & CHARACTERISTICS

  • Be excellent at follow-through and follow-up

  • Excellent computer skills (Microsoft Office, CRM tools)

  • Detail-oriented and extremely organized

  • Strong work ethic

  • Excellent written and oral communication skills

  • Proactive and self-motivated

  • Team player with a positive attitude

  • Eager to learn and grow in the role

  • Resourceful and reliable

  • Professional demeanor and ability to handle sensitive information

  • Valid driver’s license and reliable transportation

IMPORTANT INFORMATION

  • Education: A Bachelor’s degree is strongly preferred but not required. Industry experience or familiarity is a strong plus. We are open to an entry-level candidate.

  • Experience: 0-2 years.

  • A valid driver’s license and reliable transportation are required.

  • This is a permanent position with room for long-term growth. We seek someone interested in a long-term role.

COMPENSATION

  • Competitive hourly rate based on experience

  • Wine Wise event perks and professional growth opportunities

TO APPLY

Please email winewise@winewiseevents.com with your cover letter and resume with “Administrative Assistant (Part-Time) at Wine Wise” in the subject line. It’s important to send both a resume (which tells us what experience you have) and your cover letter (to tell us what desire you have and why you think you are the best person for this very awesome job). We are only able to respond to applicants who submit both and that we feel might be a match for our needs. 

We are hiring for multiple positions at Wine Wise. If you think you are qualified for more than one open position and would like to have a larger role with us, we encourage you to do so by stating this clearly in one email and your cover letter and including “applying for multiple positions” in the subject line. For example, one person could join the Marketing Team with multiple responsibilities and be a Wine Sail Assistant (Seasonal).

We look forward to hearing from you.