Administrative Specialist - Scheduling

Grocery Outlet Career•Emeryville, CA

5d•Hybrid

About The Position

As the Administrative Specialist (Scheduling), you will provide high-volume calendar management and meeting coordination for an assigned group of Sr. Executive Leaders. You will develop a strong understanding of each executive’s priorities, working style and scheduling preferences so that you can manage competing demands, protect focus time and help leaders use their time effectively. This role is part of a centralized Executive Support team and will work closely with the Senior Executive Assistant to the CEO, the other Administrative Specialists. You will own the scheduling relationship for your assigned executives while also providing backup coverage and contributing to consistent processes and service standards across the team. This role will be hybrid and will be required to work in our Emeryville Corporate Office 3-5 days per week and as needed to support the business. The Administrative Specialist will report to the Senior Executive Assistant.

Requirements

5+ years of experience providing high-volume calendar management or administrative support to multiple senior executives in a fast-paced, start-up like environment.
Demonstrated ability to manage several complex calendars simultaneously and make sound scheduling decisions.
Strong organizational skills and attention to detail, with the ability to track numerous requests and deadlines without losing follow-through.
Ability to understand business priorities, anticipate conflicts and recommend practical scheduling solutions.
Strong written and verbal communication skills and a professional, customer service oriented approach.
Ability to build trusted relationships with senior leaders, administrative colleagues and cross-functional partners.
Calm, adaptable and responsive when priorities, meetings or executive needs change with limited notice.
High level of integrity and the ability to maintain confidentiality.
Strong customer focus and commitment to meeting the expectations of internal and external stakeholders.
Strong proficiency with Microsoft Outlook, Teams, Zoom, PowerPoint and other business administration tools; experience with Concur or a similar travel and expense platform preferred

Nice To Haves

Experience coordinating meetings across multiple time zones and with external stakeholders preferred.

Responsibilities

Manage complex, high-volume and frequently changing calendars for an assigned portfolio of Sr. Executives.
Schedule internal and external meetings, balancing business priorities, participant availability, preparation time and travel requirements.
Evaluate scheduling requests, identify conflicts and recommend prioritization options or alternative solutions.
Coordinate recurring leadership, functional and cross-functional meetings.
Confirm attendees, conference rooms, virtual meeting links, materials and other meeting logistics.
Protect executive focus time, travel time and preparation time based on established priorities and preferences.
Maintain detailed, executive-specific scheduling preferences and working norms.
Maintain shared mailbox for Executive Support Team.
Build strong relationships with executives, the executive support team, the Internal Communications & Events Team, Office Experience Team and key internal and external partners.
Collaborate with the Executive Support Team to schedule complex meetings involving multiple leaders and stakeholders.
When travel is required, provide the Executive Travel and Expense Specialist with finalized dates, business context, meeting details and timing requirements.
Monitor calendar changes that affect travel and quickly communicate updates to the Executive Travel and Expense Specialist.
Provide backup coverage across the Executive Support Team as needed.
Escalate significant prioritization conflicts or competing Sr. Executive requests to the Senior Executive Assistant to the CEO.
Maintain accurate records, shared calendars, contact information and administrative documentation.
Support leadership meetings, special events and administrative projects as assigned.
Identify and recommend opportunities to improve scheduling processes, templates and service delivery.
Adapt proactively as business needs change and take on additional responsibilities as needed.
In everything, represent Grocery Outlet and the Grocery Outlet team with confidentiality, professionalism, kindness and efficiency.