Executive Administrative Assistant

Albertsons • Pleasanton, CA

3h • Onsite

About The Position

Albertsons Northern California Division has an opening for an Executive Administrative Assistant. The Executive Assistant provides comprehensive executive support, partnering closely with the administrative team to efficiently manage schedules, priorities, and projects. They represent the Senior Leadership office internally and externally and complete a variety of clerical and administrative duties to support the division in meeting goals and objectives. This role requires a high level of confidentiality, exceptional organizational skills, attention to detail, and the ability to handle complex calendars, travel logistics, and high-level administrative tasks.

Requirements

• High School Diploma (or equivalent) required
• 4+ years of administrative assistant or comparable/related experience.
• Experience supporting leaders at the Director and above level.
• Previous experience using spreadsheet software with experience formatting (i.e. format columns, move and copy data, create charts and graphs, formulas, x-lookup tables, etc.).
• Ability to navigate sensitive and high-pressure situations with discretion and professionalism
• Excellent verbal and written communication skills.
• Exceptional organizational skills with the ability to prioritize effectively and manage multiple tasks simultaneously
• Excellent time management skills with a proven ability to meet deadlines, problem-solve and make decisions with sound judgement.
• Strong interpersonal skills, including the ability to work effectively as part of a team.
• Ability to function well in a high-paced environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Ability to anticipate needs and make decisions with minimal direction.
• Detail-oriented, with the ability to manage high-volume calendars and coordinate complex travel logistics.
• Demonstrate resourcefulness and adaptability to an evolving, high-demand environment
• Ability to manage individual tasks while maintaining focus on larger strategic objectives.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Nice To Haves

• RMC or bachelor’s degree a plus

Responsibilities

• Act as the primary point of contact for managing calendars, including meetings, recurring check-ins, general scheduling requests, and daily time management (e.g., meeting reminders and tracking outstanding meetings).
• Partner closely with other Assistants to ensure alignment of schedules with overall priorities.
• Prepare and handle confidential and personnel information with trust and discretion.
• Respond to inquiries that require specialized knowledge of the function of responding.
• Manage phones and handle correspondence.
• Manage the scheduling of conference rooms.
• Place orders for the division office including office supplies, flowers, etc.
• Coordinate all travel arrangements as necessary including developing itineraries and agendas, arranging lodging and meeting accommodations.
• Coordinate, schedule and assist with division event planning and logistics including annual Store Director meeting, backstage celebrations, vendor lunches, quarterly top to top vendor meetings, WAFC convention, etc.
• Provide backup coverage for other Executive Assistant and Admin Assistants as needed.
• Develop and maintain strong relationships with internal and external partners
• Prepare or coordinate the preparation of correspondence, forms, reports, presentation materials, and other written communication as required for executive and business meetings often under tight deadlines.
• Coordinate activities across departments and follow up to ensure that requests are carried out.
• Take notes, track, and prioritize actionable items from meetings and follow up when needed and ensure completion.
• Maintain records and files, and search and investigate information as needed.
• Compile information and data from various sources.
• Help to drive culture and engagement in the division.
• Payroll/time and attendance processing for division support associates across Marketing & Merchandising as well as Operations.
• Provide IT setup for meetings and new hires as necessary.
• Performs other duties as assigned by leaders.

Benefits

• Competitive pay with weekly payroll
• Exclusive associate discounts
• Comprehensive benefits for eligible associates, including Medical, Dental, Vision, 401(k), and more
• Paid time off: vacation, holidays, and sick leave
• Career growth and development supported by leaders who invest in your success
• Inclusive, collaborative work environment with colleagues who reflect the communities we serve

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED