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:

• Typically supports a senior-level leader(s) and//or a designated senior-level team.
• Supports leader / team scheduling and calendar management; identifies conflicts, priority shifts, and other changes, and ensures effective communication with all impacted stakeholders.
• Assists leaders / teams with day-to-day administration.
• Performs administrative and other projects as assigned by supported executive(s).
• Tracks, prioritizes, and ensures completion of assigned tasks and projects.
• Determines methods and procedures for assignment completion within established guidelines.
• Regularly accesses, organizes, and maintains confidential company information.
• May support senior-level meetings, including with the Board of Directors; support may include making meeting arrangements, document preparation, travel coordination, and other related activities.
• Assists with scheduling and provides logistical and other support for company-wide meetings and events.
• Approves and pays business invoices.

Skills:

• Strives to build deeper understanding of processes, procedures, customers, and the organization.
• Strong working knowledge of software programs, including MS Office applications.

• Comfortable with ongoing shifts in demands and priorities.

• Comfortable pushing back and challenging requests that are unreasonable or inconsistent with the Executive Assistant role.
• Very good client service skills.
• Strong writing, analytical, and problem-solving skills.
• Ability to collaborate with others to achieve objectives and ensure positive two-way information flow.

• Evaluates and interprets procedural and process-related situations.

• Recommends solutions in a clear and logical manner.
• Handles issues requiring evaluation of a variety of factors, including those related to process and procedure.
• Identifies opportunities for process and procedure enhancement to drive efficiency and improve service levels.
• Possesses solid understanding of the WFM organizational structure, hierarchy, and approval levels.
• Understands and adapts activities according to departmental and other priority changes.

Education & Experience:

• High school diploma and 4+ years’ relevant experience.
• Associates degree, technical college, or some college course work preferred.

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended any time at the sole discretion of Whole Foods Market. The appropriate country or jurisdictional laws, processes, professional or regulatory bodies, and qualifications apply outside of the United States.  

The wage range for this position is $28.86-$49.06 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.