Executive Assistant

3 days ago

St Louis, United States Schnuck Markets Full time
Job Description

JOB SUMMARY

The Executive Administrator provides comprehensive support to executive leadership, managing administrative functions, coordinating schedules, and facilitating communication across the organization. The role requires professionalism, initiative and the ability to handle multiple tasks simultaneously while maintaining a high standard of confidentiality.

This role requires 4 days in office for up to 6 months to learn the role and then will be able to shift to 3 days a week in office and 2 days remote. This role is located in St Louis, Missouri.

ESSENTIAL JOB RESPONSIBILITIES
  • Manage multiple complex calendars, and scheduling with diplomacy and discretion including setting up conference rooms and Google Meet equipment for Strategy Team and Senior Leadership Team.
  • Organize, prioritize and appropriately handle time-sensitive, confidential information, and ensure action required is addressed in a timely manner. Prepares documents, emails and reports using Google or Microsoft suite products at an advanced level. Quality check for proper formatting, spelling and grammatical errors.
  • Track and help drive completion of key deliverables, and follow up on outstanding items to include meeting notes and action items. Maintain an organized filing system to ensure proper storage, security and rapid retrieval of both electronic and paper based materials.
  • Schedule cost effective air/hotel/ground transportation in accordance with the company business travel policy while monitoring expenditures to stay within the set budget. Create detailed travel itineraries both domestic and international (including smooth transitions between time zones). Coordinate with travel agents and manage the international travel process.
  • Process expense reports and invoices, managing budget related to executive travels and office expenses in a timely manner.
  • Responsible for vendor management in PeopleSoft and invoice processing for assigned Divisions.
  • Organize, execute, and assist with departmental team activities (on-sites/off-sites, team social events, etc.) including venue selection, setup and tear down, menu and meal prep within the approved budget making sure to collect all relevant receipts.
  • Teammate Recognition Events - Coordinates 25, 40, 45 and 50 year service awards dinners.
  • Administers and facilitates the EJS-DOS-CDS-Chairman's Award and SSC Star Awards program.
  • Partner closely with business partners, other Executive Assistants, and recruiting teams with both external vendors and within the Schnucks organization to cultivate a One Team of Merchants mentality.
  • Other duties as assigned.
MINIMUM REQUIREMENTS
  • Required Education: High school education
  • Other Requirements: Work experience is preferred. 4+ years' experience in administrative environment and 2+ years supporting a Director or above
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
  • Knowledge
    • Advanced to expert knowledge of Google and Microsoft suites. Working knowledge of computers, software (i.e. Workday, PeopleSoft, Domo, etc.), office equipment, troubleshooting and procedures.
    • Familiarity with Wi-Fi connections and networks to assist frontline in troubleshooting issues that may arise with computers, laptops, iPhone and/or iPads.
    • Knowledge of AV operating systems, equipment and connectivity.
  • Skills & Abilities
    • Trustworthy - Protect the confidential information of the Executive and company
    • Adaptability to changing priorities and demands
    • Project management skills/highly organized/ability to prioritize & manage multiple assignments at one time
    • Good communicator/collaboration skills/team player
    • Critical thinker and problem solving skills
    • Proactive at anticipating the needs of the Executive, team and company/possessing a bias for action
FORMAL POLICY SETTING

Makes recommendations to management

PHYSICAL REQUIREMENT AND WORK ENVIRONMENT
  • Walking
    • Primarily sitting
  • Standing
    • Primarily sitting
  • Lifting
    • Up to 25 lbs
  • Travel
    • 0-25%
  • Work Environment
    • Work is in a general office area. Periodic overtime and work outside of normal business hours is sometimes necessary.
The above statements describe the job's essential responsibilities and requirements. They are not an exhaustive list of the duties that may be assigned to job incumbents.

Additional Requirements - Internal candidates:
  • Store/Facility Teammates: minimum of six months employment with Schnucks.
  • Store Support Center Teammates: minimum of one year employment with Schnucks.
  • Must be in good standing (not on a performance improvement plan or active discipline).
  • If invited for an interview, must have manager approval based on performance.


Schnucks is an Equal Opportunity Employer.

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