Executive Assistant

4 weeks ago


St Louis, Missouri, United States Schnuck Markets Full time
Job Summary

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

Key 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.
  • Prepare documents, emails, and reports using Google or Microsoft suite products at an advanced level, ensuring quality checks for proper formatting, spelling, and grammatical errors.
  • Track and help drive completion of key deliverables, and follow up on outstanding items, including 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, including venue selection, setup, and tear down, menu, and meal prep within the approved budget, ensuring the collection of all relevant receipts.
  • Teammate Recognition Events - Coordinate 25, 40, 45, and 50-year service awards dinners.
  • Administer and facilitate 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.
Requirements
  • High school education
  • Work experience is preferred; 4+ years' experience in an administrative environment and 2+ years supporting a Director or above
Knowledge, Skills, and Abilities
  • 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
Physical Requirements and Work Environment
  • Walking
  • Primarily sitting
  • Standing
  • Primarily sitting
  • Lifting
  • Up to 25 lbs
Work Environment

Work is in a general office area. Periodic overtime and work outside of normal business hours is sometimes necessary.


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