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Nashville Wine Auction

Executive Assistant/Data Manager

Nashville Wine Auction


Job Summary

To maintain administrative systems, CRM and comprehensive database information for all Nashville Wine Auction operations while providing administrative support to the President/CEO.

Job Responsibilities

  • Represent Nashville Wine Auction and provide exceptional and professional customer service for all supporters resulting in the best charity wine auction customer experience
  • Develop and manage the event registration process for all Nashville Wine Auction events
  • Function as primary contact and concierge for the Grand and Premier Patrons programs
  • Play a lead role in the management and day-to-day operations of donor, bidder, sponsor, volunteer, and prospect database; serve as the point person for queries, reports, actions, list management for mailings and major events, and import and export of data
  • Perform/oversee data imports and updates, and participate in evaluations of future data needs and systems
  • Coordinate and communicate with other team members regarding registration, database updates and reports
  • Lead efforts to uphold data integrity and consistency
  • Collaborate with team members to define reporting requirements and create flexible reports that assist in NWA operations
  • Create and maintain report process documentation
  • Work with CEO to develop and refine correspondence, memos, proposals, spreadsheets, slideshows, reports, and other executive/organizational documents using multiple platforms and software programs
  • Coordinate all mailings by gathering accurate information, printing, assembling, and distributing finished product within event timelines with or without volunteer help
  • Maintain the Board Room calendar by scheduling and providing meeting support (set up, media, clean up)
  • Screen incoming correspondence and respond professionally on behalf of the CEO as necessary
  • Provide phone and reception support for the organization and coordinate ordering office supplies
  • Schedule and coordinate travel plans, itineraries, for special guests
  • Develop and execute processes that promote a productive, efficient, safe, and clean workplace environment (this includes common work areas and office/event supply storage and inventory)
  • Delegate daily tasks to Interns and oversee Intern experience
  • Manage and perform special projects/assignments
  • Ability to run errands (bank, post office, suppliers) as needed


Proficient in:

  • Microsoft Office Suite: Word, Excel, Publisher, PowerPoint
  • Database management
  • CRM management
  • Phone systems and office equipment


  • Interest in advancing the mission of the Nashville Wine Auction
  • Excellent time management skills
  • Advanced writing and communication skills; ability to produce professional correspondence, presentations, meeting minutes, etc. with strong attention to detail.
  • Highly effective interpersonal skills and ability to interact and collaborate with patrons, donors, Board of Directors, team members, strong customer service approach to work and projects.
  • Strong organizational skills and dedication to completing projects in a timely manner.
  • Ability to adapt to changing priorities.
  • Demonstrated resourcefulness, creativity in problem solving, and overall good judgment.
  • Ability to treat confidential information with appropriate discretion.
  • Pleasant, flexible and professional attitude
  • Able to work nights or weekends as needed for events
  • Endurance to work extended hours with sustained energy and upbeat demeanor as needed for occasional events (4-6/year)

Physical requirements:

  • Must be able to maneuver up to 100 lbs. and lift 50 lbs. up and/or down a flight of stairs (a case of wine, a crate of wine glasses or box of paper)

Additional Information


  • Insurance: Medical, Dental, Vision
  • Paid Holidays
  • Vacation

How to Apply

Email cover letter and resume to:


  • Date Posted: January 3, 2022
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Philanthropy / CSR
  • Start Date: 01/10/2022
  • Salary Range: $50K
  • Working Hours: 40 hrs/wk; M-F, 9:00am - 5:30pm