Executive Administrative Assistant

6 days ago

Santa Clarita, United States Vallarta Supermarkets Full time $41 - $46
Title: Executive Administrative AssistantClassification: Non-exemptReports To: Vice President | Asset Protection and Security Position OverviewAs an Executive Administrative Assistant, you will play a pivotal role in supporting the Vice President of AP&S by championing departmental initiatives and enhancing day-to-day operations. The ideal candidate will provide unparalleled top-level assistance to a high-level executive, becoming an integral part of a transformative journey. General Duties and Responsibilities:
  •  Support Security/AP projects; development, updating, efficient completion of projects, updating managers, and executives, conducting research and analysis, delivering projects, etc.  Utilizes appropriate tools to plan project timelines, tasks, milestones, and deadlines.
  •  Prepares agendas, meeting notes, and project summaries.
  •  Monitors task completion status to identify at-risk project tasks and develop mitigation plans.
  •   Develop, implement, and manage asset protection/security policies and processes for Vallarta.
  •  Prepare and write training materials, manuals, brochures, and other technical literature related to departmental objectives and initiatives including production from the Asset Protection & Security Team.
  •  Oversee the preparation of illustrations, photographs, diagrams, and charts that will be used within the documentation process.
  •  Develop quality control for store-level processes and standards material and associated documentation inclusive but not limited to version control and management of periodic reviews archived materials.
  • Build a close partnership with Store Directors, Supervisors, and Executives.
  •  Communicate with the Director of Asset Protection and Security and Function Managers to address safety trends at stores and corporate locations.
  •   Prepare reports, presentations, and data, as well as maintain files, records, and correspondence for meetings.
  •  Ensure alignment of projects with business objectives, budgets, and timelines.
  • Collaborate with cross-functional teams to deliver on key initiatives.
  •  Establish performance metrics and reporting to monitor progress.
  •  Provides historical reference by creating, developing, and utilizing systems for filing and retrieval, recording discussions for meetings.
  •  Assists in the planning and execution of an evacuation drill with the Fire Department and the Police Department.
  • Manages and administers the Crisis Notification, including training team members.
  • Data Reporting Management – creating reports to represent several fields as needed.
  • Labor Budget and Expense Preparation – assisting in the preparation of departmental budgets and expenses by creating, maintaining, and updating spreadsheets.
  • Must be fully knowledgeable of Asset Protection and Security budgets to assist in keeping labor expenses monitored monthly, quarterly, and yearly.
  •   Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. 
  •    Assist in coordinating HR projects, including scheduling meetings, preparing agendas, note taking, follow up and gathering of information. 
 Requirements:
  • High confidentiality; must collaborate effectively with managers, as well as HR, Asset
  • Protection/Security, IT, and Legal.
  • Prior experience as an Administrative Assistant reporting to executive level
  •   Experience in creating and developing strategic policies and providing outcomes through your team.
  •  Writing/communication style to target store-level team members.
  • Strong written and verbal communication skills.
  •  Excellent people skills and ability to influence others.
  •   Strong organizational skills.
  •   Advanced to expert Microsoft Word, Excel, PowerPoint and Office, Adobe Creative Cloud.
  •  Flexibility in schedule to work extended hours, nights, and overnights, including some weekends, to complete the job.
 Required Education and Experience:
  • Bachelor's degree, or equivalent experience.
  • Two years of related experience.
  • Ability to write reports, business correspondence, and procedure manuals.
  • Understanding of English and Spanish language; read, write, and speak.
  • Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
 Position Type/Expected Hours of Work:This is a non-exempt level position.  Commute to stores, as needed, to manage projects, written policies, and procedures.  Flexibility in schedule to work extended hours, nights, overnights, including some weekends,to complete the job. This job description is not intended to be all-inclusive, and employees may perform other duties as directed. All employees are expected to perform any reasonable task or request that is consistent with fulfilling company goals and objectives. 

About Vallarta Supermarkets:

As of 2022, Vallarta counts on 53 stores throughout California (Ventura, Los Angeles, San Bernardino, Riverside, Kern, San Diego, Santa Barbara, Tulare, Orange, and Fresno counties), and more than 8,000 team members. The Gonzalez family promises to continue to strive for excellence in everything we do so that our valued customers always have a Vallarta supermarket to call their own.From one small carnicería in Van Nuys in 1985 to 53 full-service markets across California, Vallarta Supermarkets is a living, breathing tribute to the hard work and customer dedication of our founding family and all of our valued employees.Vallarta Supermarkets was founded by Enrique Gonzalez Sr., who was later joined in the business by his four brothers, his son and nephew. Their family roots and humble origins began in the tiny town of Jalostotitlán, Jalisco, Mexico, where Enrique and his brothers were raised on a meager farm. Their parents instilled in them at very young ages the importance of family and the power of a strong work ethic to overcome challenges.When the opportunity arose to immigrate in the 1960’s, the Gonzalez family was thankful to stake their claim in the “land of opportunity,” the United States of America. Right away, the five brothers got to work in restaurants, either as short-order cooks or bussing tables. Even though some of the brothers were still in school, they all worked to help the family make ends meet.In 1985, Enrique Gonzalez Sr. began his journey in the grocery business when he opened Carniceria Vallarta in a 1,000 sq. ft market in Van Nuys, CA. He focused on selling the traditional cuts of meats popular in his native Mexico with an emphasis on unequaled quality and the friendliest of customer service. He soon expanded the business to a second location and brought his four brothers into the business. From there the adventure truly began, as they worked together as a family to build both a reputation for excellence and a successful business.The Gonzalez brothers believed that the key to Vallarta’s success would be to combine elevated customer service with the highest quality products to serve the growing Hispanic community whose needs may not be addressed by big chain stores.That’s why, from the beginning, Vallarta Supermarkets offered a wider variety of the freshest, traditional foods from Mexico, and Central and South America than any other store. They offered specialty and traditional items customers couldn’t find anywhere else: cut-to-order Latin-style meats (ranchera, diesmillo, lomo de res), spices, fresh fruit and produce, delicious prepared foods, pan dulce made daily, plus everything else you would expect from a traditional grocery store. Fast forward to today where Vallarta has expanded its offerings to include a juice and aquas frescas bar, tortilleria, bakery (panaderia), a cevicheria and more.

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