Executive Assistant-Austin, Texas (On-site)

H-E-B; San Antonio (TX); On-site; USD 55,000 - 85,000; Full time

Job summary

H-E-B is seeking an Executive Assistant to provide high-level administrative support to a senior leader in a fast-paced retail environment. You will handle confidential information, manage complex calendars, travel, meetings, and prepare executive-level documents and presentations.

You will coach other assistants, lead process improvements, and coordinate cross-functional projects. Strong communication, discretion, and project management skills are essential, as is the ability to work

Qualifications

• 2+ years of relevant experience; leadership or admin experience preferred.
• Experience operating / maintaining office equipment (e.g., copiers / printers, conference room AV).
• Experience in office management / leadership / supervision preferred.

Responsibilities

• Provides high-impact support on leader's productivity; handles confidential information.
• Manages calendar, prework, and meeting preparation; updates leader's devices and information.
• Prepares concise travel itineraries; screens mail, emails, and phone calls at all levels.
• Coaches others on delivering results; administers policies and procedures.
• Prepares/edits complex documents and presentations; coordinates cross-functional tasks.

Skills

Communication

Calendar management

Leadership

Typing 70 wpm

Education

Related degree or comparable training

Tools

MS Office

PeopleSoft

BI

FinNet

Job description

Responsibilities

Job Summary

As an Executive Assistant, you'll utilize a high degree of independent judgment to manage advanced, diverse, and confidential administrative programs and projects, provide support for an executive officer and mentor / coach other assistants as needed. Classification into this role is based on leader's position.

Key Responsibilities & Essential Functions

Administration / Communications:

• Provides support with high impact on leader's productivity; contributes company-wide or external span of influence on leader's behalf; performs duties that are strategy-related, complex, and varying with total-company or division-wide scope, focus, and impact.
• Manages / maintains highly confidential and sensitive information and process complex information requests.
• Based on leader's needs, reviews calendar for upcoming meetings, gathers prework, and conducts analysis to prep leader for meetings; maintains current, updated information on leader's PDA, phone, laptop, etc.
• Prepares concise, complete travel itineraries for leader and others as required; uses discretion to arrange travel, coordinate events, and schedule meetings; screens mail, emails, and phone calls at all levels.
• Sets an example for accomplishing efficient, effective processes; coaches others on delivering process results; administers policies and procedures across people and audiences.
• Applies developed subject matter knowledge to solve common business issues within established guidelines; recommends appropriate variances / exceptions.
• Prepares / edits complex documents that are representative of leader's style, H-E-B culture, and situation-appropriate; produces business documents from an outline or from independently obtained information; develops / delivers presentations that clearly and concisely convey appropriate messages.

Project Management:

• Designs / owns / leads projects and programs; serves as team or project leader; provides direction to team activities; facilitates information validation and team decision-making process; pulls together teams with necessary skills / talents to accomplish tasks.
• Makes decisions within policy guidelines on executive's behalf; conducts specialized research and analyses.
• Manages projects (e.g., budget preparation, GEL expense control, PartnerShare, merit administration, records management); plans meetings at all levels (e.g., officer meetings, leadership conferences, holiday shows).

The responsibilities and essential functions outlined above describe the general nature and level of work assigned to this position. This is not an exhaustive list of all duties, responsibilities, and skills required. Duties and responsibilities may be modified at any time based on business needs. Employees may be required to perform other job-related tasks as requested by their supervisor, subject to reasonable accommodations.

Qualifications & Key Requirements

Work Experience

• 2+ years of relevant experience; subject matter experience related to department of assignment (e.g., Engineering or Digital) preferred
• Experience operating / maintaining office equipment (e.g., copiers / printers, conference room audio / video equipment)
• Experience in office management / leadership / supervision preferred

Knowledge/Skills/Abilities

• Solid knowledge of operation / maintenance of office equipment (e.g., copiers / printers, conference room audio / video equipment); exceptional PC skills including MS Office and other PC applications required by the job; strong skills in applicable internal systems (e.g., PeopleSoft, BI, FinNet); strong typing skills (70wpm with a high degree of accuracy)
• Exceptional verbal / written communication and presentation skills including letter- / memo-writing, punctuation, grammar, sentence structure / style; ability to select / use appropriate communication vehicle given the situation (e.g., face-to-face, e-mail, voicemail, video conferencing); ability to express information clearly and concisely in verbal / written form
• Exceptional interpersonal skills; strong project management and administrative skills; leadership / management skills
• Ability to prioritize multiple tasks in a fast-paced work environment and remain composed in stressful situations; attention to detail; ability to exercise judgment and employ basic reasoning skills within the scope of established practices and policies
• Self-directed / motivated, professional, conscientious

Education

• A related degree or comparable formal training, certification, or work experience

Physical Demands & Working Conditions

• Function in a fast-paced, retail, office environment
• Travel by car or plane with overnight stays
• Lift up to 50 lbs., e.g., box of paper
• Work extended hours and / or rotating schedules

The work environment characteristics described here are representative of those a Partner encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.