Executive Administrative Assistant

Festival Foods•Onalaska, WI

2d•Onsite

About The Position

ABOUT FESTIVAL FOODS: We are a Wisconsin grocer that is committed to giving back to the communities it serves and providing guests with exceptional service and value. We operate +40 full-service supermarkets across the state of Wisconsin. At Festival, people are at the top of our list. You’ll see it in everything from our daily interactions to how we treat our guests – even in our extensive associate benefits and programs. Job Title: Executive Administrative Assistant The Executive Administrative Assistant proactively manages and prioritizes the executive’s time, acting as a gatekeeper to ensure focus on the highest-impact work. Anticipates needs, drives follow-through, and serves as a trusted extension of the executive in communications, operations, and decision support.

Requirements

5+ years of administrative assistant or related experience
Advanced working knowledge of Microsoft Outlook, Excel, Word and Power Point
Professional, energetic attitude with attention to detail
Clear, tactful, and effective executive level writing skills
Ability to communicate verbally with poise, tact, and candor
Reliable work ethic, sense of urgency, and ability to use discretion
Frequent need to stand, walk, or sit for extended periods of time
Bending, stretching, and occasional lifting of up to 50 lbs. is required
Professional appearance and demeanor is a must
The Executive Administrative Assistant is a full time position.
The work schedule will include mornings, afternoons, evenings, weekends, and holidays as needed.

Nice To Haves

Associate's or Bachelor's degree or equivalent relevant work experience strongly preferred

Responsibilities

Serve as a strategic planning partner to the executive, actively managing and triaging a complex calendar to align time with top business priorities; exercise sound judgment in accepting, declining, or reshaping meeting requests.
Own executive communications flow: review, prioritize, and route correspondence; draft and send communications on behalf of the executive with a high degree of autonomy and professionalism.
Synthesize information from meetings, reports, and incoming materials into clear, actionable insights; prepare executive-level briefings, summaries, and recaps.
Coordinate and optimize all scheduling logistics, including meetings, conferences, store visits, and travel, with a forward-looking approach to efficiency and preparedness.
Read, research, and route correspondence; draft letters and documents; collect and analyze information; prepare and send communication on behalf of executive as directed
Maintain strict confidentiality and discretion in handling sensitive information and business matters.
Prepare executive level reports and recaps
Schedule, plan and attend all meetings of the executive team; transcribe meeting discussions and disseminate; follow up with individuals when necessary
Track expenses; compile and process monthly expense reports for several members of the executive team
Provide support to executive for all tasks and responsibilities relating to external boards and committees on which they serve
Proactively anticipate needs by staying ahead of business priorities, identifying potential challenges, and gathering information or solutions before they are requested.
Represent the executive in select meetings and interactions, independently handling discussions that do not require direct involvement while ensuring alignment with executive priorities.
Handle all aspects of travel arrangements for executive; compile detailed travel folders containing all necessary information
Process invoices for services rendered, ensuring timely payment to vendor partners
Lead day-to-day office operations and supervise two direct reports (Senior Office Assistant and part-time Facilities Technician), setting priorities and ensuring effective coverage of reception, visitor coordination, and workplace services.
Oversee front office functions including phone management, visitor experience, and employee programs such as office lunch coordination to support a welcoming and well-run workplace environment.
Provides oversight for facilities operations by leading technician responsible for managing vendors, scheduling maintenance and repairs, and ensuring timely resolution of office and building needs.
Regular, timely attendance in compliance with the work schedule, and adequate notice to find a replacement for occasional absences
Contribute to team effort by accomplishing related results as needed

Benefits

Associate Discount: Enjoy an industry-leading 15% off your grocery purchases for you and your immediate household!.
Weekly Pay & Premium Pay: Hourly associates are paid weekly, providing more frequent access to their funds. Part-time store associates are paid a $1 premium per hour on Sundays and select holidays. Hourly full-time store associates receive time and a half on Sundays and select holidays.
Two-Week Advanced Scheduling: Better Planning. Better Balance. We provide our associates with their schedules two weeks in advance, offering greater predictability & flexibility.
Vision & Dental Insurance: Part-time and full-time associates are eligible for vision insurance and two dental coverage options that are designed to fit your needs.
Support: Our associates receive support for their total well-being; including 3 weeks of paid parental leave, a fitness reimbursement program offering savings off of fitness membership fees; our EAP (Employee Assistance Program) and LEAPCare Care Coaches, which provide associates confidential care related to hospital visitation, conflict resolution, stress management, marriage or divorce, family issues and depression or anxiety.
Save for Your Future: Offering a 401(k), we’re proud to support our associates in planning for retirement. The 401(k) plan empowers associates to save a portion of their paychecks for retirement. Festival Foods has an annual discretionary match to help our associates reach their savings goals.

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