Executive Scheduling Specialist for Senior Leaders

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

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.