We are looking for a highly experienced and resourceful Executive Assistant & HR Coordinator to provide top-tier support to the CEO and HR Team. This is a pivotal role that manages dynamic schedules, coordinates meetings that will include executives, the board of directors, and Shareholders, and serves as a point of contact for board members, shareholders, and key external partners. This role also provides part-time support to Human Resources, coordinating programs that promote a safe workplace, and supports positive employee experiences across the organization. The ideal candidate will have a demonstrated history of supporting C-suite executives, with exceptional communication, organizational, and relationship management skills.

What You’ll Do:

• Efficiently manage and optimize the CEO’s and HR calendars by prioritizing commitments, coordinating logistics, resolving scheduling conflicts, and ensuring strategic alignment and preparedness for all meetings and events.
• Prepare and deliver polished presentations, reports, correspondence, and briefing materials that uphold organizational voice, ensure accuracy and timeliness, and support the CEO’s and HR’s strategic objectives in engagements with stakeholders, board, and shareholders.
• Provide comprehensive support to the board, executive team, and stakeholders by organizing meetings and leadership events, preparing and distributing materials, managing communications and engagement processes, and ensuring the CEO is briefed, aligned, and represented with professionalism and discretion.
• Provide comprehensive HR and Health & Safety support by managing recruitment and onboarding (with emphasis on vineyard government programs such as SAWP and AgStream), coordinating employee engagement events, preparing reports and metrics, administering policies and daily HR operations, and maintaining safety programs through incident tracking, training, documentation, and regulatory compliance.
• Drive administrative operations and strategic initiatives by anticipating CEO needs, safeguarding confidential records, managing special projects, and representing the office with professionalism to enhance organizational efficiency and effectiveness.
• This position requires flexibility to manage shifting priorities and take on diverse projects and assignments as directed by leadership.

What You Bring:

• Minimum 5 years’ experience as an executive assistant or senior administrative professional supporting C-level leadership.
• 1–3 years of experience in HR administration
• Familiarity with HR policies, employment standards, and workplace safety regulations (WorkSafeBC)
• Valid First Aid / CPR certification (or willingness to obtain)
• Proven ability to manage complex calendars, travel arrangements, and executive-level presentations/materials.
• Exceptional written and verbal communication skills; strong ability to compose executive correspondence and presentations.
• Excellent organizational, time-management, and multitasking skills; able to prioritize effectively under pressure and meet tight deadlines.
• Demonstrated discretion, sound judgment, and the highest standard of confidentiality.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); ability to quickly learn new technologies and tools.
• Experience supporting board and/or committee meetings, handling logistics and communications with board/shareholders is a strong asset.
• Resilient, flexible, and open to evolving responsibilities as organizational needs change.

What We Offer

• Extended Health & Dental Benefits
• Employee & Family Assistance Program
• Complimentary Wine Education Experiences
• Training, education, and career development opportunities
• Staff discounts on wine, retail, and dining
• Seasonal staff events, celebrations, and team perks

Be part of something meaningful.

At Quails’ Gate, we’re not just growing grapes — we’re growing the future of sustainable farming and wine production in the Okanagan. Apply today and join a team rooted in excellence, innovation, and respect for the land.