Administrative Assistant II

Ahold Delhaize•Pleasant Hill, ME

15h•Hybrid

About The Position

The Administrative Assistant II performs varied and complex administrative and clerical duties for assigned Officers and departmental staff. The role supports multiple Officers and sometimes Directors, maintains department files, records, and reports, and handles confidential information securely, discreetly, and with appropriate urgency. The position is based in Hannaford’s Schodack, New York office, with a hybrid work expectation requiring field-based employees to be physically present in the office at least three days per week. Candidates must reside in or be willing to reside in New York. The role provides administrative support to department programs and staff, including calendar and meeting coordination, travel arrangements, communications, budget administration, expense tracking, supply management, and preparation of correspondence, reports, presentations, and meeting minutes. The Administrative Assistant II also leads logistics for large meetings and conferences, including leadership meetings and award ceremonies, coordinating venues, audiovisual needs, accommodations, catering, contracts, invitations, RSVPs, and attendee communications. Other duties may be assigned, including providing coverage or balancing workload across functional areas.

Requirements

Associate’s degree or an equivalent combination of education and related work experience.
At least 5 years of experience working in an administrative or support role.
Basic knowledge of organizational policies and practices.
Working-level knowledge of company, business, and industry practices.
Proficiency in Microsoft Office applications.
Flexibility and ability to handle pressure well.
Knowledge of event organization processes.
Strong interpersonal, teamwork, and communication skills.
Strong organizational skills and attention to detail.
Ability to handle highly confidential information.
Ability to prioritize, manage multiple tasks, and adapt to shifting timelines.
Ability to support multiple customers simultaneously.
Ability to manage calendars for multiple heavily scheduled executives.
Ability to work with all levels of management.
Self-motivation.
Must reside in or be willing to reside in New York.

Nice To Haves

Bachelor’s degree.

Responsibilities

Support a broad group, including multiple Officers and at times Directors.
Create, update, and manage department files and documentation.
Provide accurate and timely administrative support for assigned department programs.
Coordinate calendars and schedules for multiple executives.
Coordinate meetings and departmental events.
Make domestic and international travel arrangements and itineraries as necessary.
Use computer applications to prepare correspondence, reports, presentations, and supporting documentation for Vice Presidents and the department.
Screen, prioritize, and process internal and external communications for Vice Presidents, including calls, emails, and letters, promptly and courteously.
Meet and greet internal and external visitors.
Assist Officers and department staff with budget administration, including maintaining budget files and preparing and distributing variance reports.
Monitor department expenses and maintain associated records.
Monitor and order department supplies to maintain adequate inventories.
Attend meetings and prepare detailed minutes or summaries.
Provide backup for department support staff as needed.
Assist Officers and staff with ad hoc administrative projects.
Manage personal development, talent planning, and performance management.
Coordinate and schedule large meetings and conferences.
Lead planning and execution of logistics for store manager leadership meetings, award ceremonies, Hannaford leadership meetings, and other assigned events.
Determine logistical requirements and coordinate audiovisual arrangements, hotel accommodations, catering, rentals, and contracts.
Manage invitations, RSVPs, and attendee communications.
Perform other duties as assigned.