Administrative Specialist - Scheduling

Grocery-Outlet; Emeryville (CA); Hybrid; USD 95,000 - 110,000; Full time

Benefits offered by this job

401(k) Profit Sharing

Job summary

Grocery Outlet in Emeryville is seeking an Administrative Specialist (Scheduling) to manage high-volume calendars for Sr. Executives and coordinate meetings across time zones with discretion and precision.

This role is part of a centralized Executive Support team, reporting to the Senior Executive Assistant to the CEO, ensuring consistent processes and service standards while supporting travel and meeting logistics as needed.

Qualifications

• 5+ years of experience supporting multiple senior executives in fast-paced environments.
• Strong prioritization and decision-making for scheduling conflicts.
• Excellent written and verbal communication, professionalism and customer service.
• Ability to build trusted relationships with senior leaders and cross-functional partners.
• Proactive, adaptable, and capable of maintaining confidentiality.

Responsibilities

• Manage complex, high-volume calendars for Sr. Executives.
• Schedule internal and external meetings with priorities and travel needs in mind.
• Evaluate requests, identify conflicts and offer alternatives.
• Coordinate recurring leadership and cross-functional meetings.
• Confirm attendees, rooms, virtual links and logistics.
• Protect focus, travel and prep time per priorities.
• Maintain executive-specific scheduling preferences and records.
• Support the Executive Support Team and share best practices.

Skills

High-volume calendar management

Administrative support

Multi-executive coordination

Time zone coordination

Discretion & confidentiality

Customer service

Tools

Microsoft Outlook

Microsoft Teams

Zoom

PowerPoint

Concur or travel platform

Job description

• Our Mission: Touching lives for the better
• Our Vision: Touching lived by being the first choice for bargain-minded consumers in the U.S.

About the Role:

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.

Responsibilities Include:

• 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.

About The Pay:

• $95,000 - $110,000
• 401(k) Profit Sharing
• Final compensation will be determined based upon experience and skills and may vary based on location.

About You:

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

Equal Opportunity Employer
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