Associate Executive Assistant

Responsible for performing advanced, diversified, and highly confidential administrative assignments for a designated executive, senior level leader(s), or leadership team. Provides calendar management, travel coordination, event planning, and administrative project management. Projects and administrative tasks may include correspondence, presentation and report preparation, file maintenance, cross-functional collaboration, meeting room/conference set up, expense calculation and filing, and meeting and greeting visitors.

This role requires in-office attendance 5 days per week at either of the following office locations:

Emeryville Office: 6401 Hollis Street, Suite 150 Emeryville, CA 94608

Pasadena Office: 680 E Colorado Blvd Pasadena, CA 91101

Responsibilities:

• Schedules and maintains calendar of appointments and meetings for assigned executives.

• Manages executive schedules to ensure full awareness of emerging priorities, changes, and potential conflicts.

• Screens incoming calls and correspondence. Responds independently when possible.

• Supports day to day operations of Whole Foods Market/Amazon offices in operating area.

• Role scope and responsibilities may change based on business needs

• Must thrive in ambiguous, fast-paced environments and adapt quickly to shifting priorities

• Organizes programs, events, or conferences by:

• Reserving facilities and caterer,

• Issuing information and invitations,

• Coordinating speakers,

• Managing budgets and costs.

• Prepares and distributes records, including agendas, notices, and team meeting minutes.

• Prepares confidential correspondence, reports, and other complex documents.

• May sign documents.

• Tracks, verifies and submits invoices and expenses for payment.

• Arranges complex and detailed travel plans and itineraries; books travel.

• Complies documents for travel-related meetings.

• On a regular basis, coordinates meetings, projects, and other actions with other Executive Assistants.

Skills:

• Comprehends and interprets instructions, correspondence, legal documents, and invoices.

• Understands internal processes and procedures, including travel, expense, and purchasing protocol.

• Uses Microsoft Word, Excel, PowerPoint, and Outlook at a basic level.

• Effectively sets personal priorities based on knowledge / understanding of the priorities of the supported team / leader / executive.

• Represents supported team / leader / executive in a professional manner at all times.

• Models WFM’s principles and core values.

• Excellent written and verbal communication skills.

• Effectively presents information and responds to questions in one-on-one and group meetings involving Team Members, Team Leaders, Regional Leadership, National / Global Leadership, vendors, and the general public.

• Applies basic research, information gathering, and analytical skills to:

• • Select appropriate alternatives from defined options,

  • Collect required information,

  • Assess accuracy of detailed information.

• Handles detailed, structured problems; identifying roadblocks to task completion.

• Develops solutions to process and system problems; recognizes and acts on inconsistencies in data and information.

• Understands the WFM organizational structure, associated hierarchy, and approval levels.

• Knows the types and timing of various departmental deadlines and events.

• Recognizes how the supported team / leader / executive contributes to and facilitates WFM’s success.

Education & Experience:

• High school diploma and 2-4 years’ relevant experience.

• Associates degree, technical college, or some college course work preferred.

Note: The purpose of this document is to provide a general summary of essential responsibilities for the position and is not meant as an exhaustive list. This document does not reflect all job duties or requirements for every position.  
 

The wage range for this position is $24.35-$41.39 Hourly, commensurate with experience. Whole Foods Market offers "Whole Benefits". Whole Benefits may include health insurance, retirement plan benefits, eligibility for a store discount, paid time off and access to other benefit programs. Eligibility for Whole Benefits is determined under the terms of the applicable Whole Benefits plan at a person’s date of hire. For additional information, visit our Whole Foods Market Careers site: https://careers.wholefoodsmarket.com/benefits.

At Whole Foods Market, we provide a fair and equal employment opportunity for all Team Members and candidates regardless of race, color, religion, national origin, gender, pregnancy, sexual orientation, gender identity/expression, age, marital status, disability, or any other legally protected characteristic. Whole Foods Market hires and promotes individuals solely based on qualifications for the position to be filled and business needs.

Whole Foods Market works with job sites like Indeed, LinkedIn, and ZipRecruiter to promote opportunities at our company. Please be aware that other career sites may not be accurate or up to date and may even be fraudulent. We encourage and recommend all candidates to apply via our site.