Overview
Executive Administrative Assistant Jobs in Twinsburg, OH at Baker Hughes
Job Title: Office Services Administrator
Department: Admin
Job Region: Store Support – Portland
Reports-To: Sr. Executive Assistant
Exemption Status (typically): Exempt
Requirements: As a retail grocer, we operate 7 days/week and 365 days/year and as such work in support of our stores may include evening and weekend hours per the needs of the business. Valid Driver License and vehicle may be required, with ability to travel regularly to store locations, trade shows / events and/or other off-site locations throughout the United States / local region.
About us: New Seasons Market began in 2000 when three families got together to open a neighborhood market, a place where local communities can come together to connect with where their food comes from. A friendly, inviting place that honors its region’s farmers, ranchers, growers and makers—helping them prosper for generations to come. Over the years, our community has grown, but our goal is still the same: to build community through good food.
About the role: Coordinates Store Support office functions in order to provide a well-organized and smoothly functioning work environment for staff and visitors. As a representative of New Seasons Market at our front desk, you are responsible for representing our company professionally and promoting a positive and progressive work environment in alignment with our company mission, vision values and policies in-person, phone and written interaction. Provides mid level support to VP level executives on our company’s Senior Leadership Team. Duties include, but not limited to, managing calendars and communications, meeting coordination and materials and project-based work. Support Sr. Executive Assistant to coordinate company stakeholder meetings, IT needs, catering needs and meeting logistics.
General Requirements:
Understands and models our company culture. Acts as a steward of company resources, mission, vision and values. Promotes sustainable business practices.
Embraces an agile work environment and guides others through change and continuous improvement.
Builds community within and outside of New Seasons Market and New Leaf Community Markets. Works in stores and other offsite events and locations as needed to support our core business and community.
Works cooperatively and positively with fellow team members, customers and vendors spiriting a respectful workplace where everyone is welcome.
Demonstrates ability to manage own time and models a flexible work style. Shifts tasks as priorities and circumstances change based on needs and conditions of department. Creative with problem-solving and is solutions-oriented.
Utilizes strategic thinking, data and industry knowledge, and calculated risk-taking to create competitive advantage.
Communication style is confident, informative, adaptive to different styles and effective.
Gives and receives feedback in a constructive manner demonstrating company Speak Up culture. Responds to feedback in order to improve performance.
Maintains confidentiality and exercise good judgment around sensitive information.
Adheres to work and food safety policies set forth by the company and all local, state and federal regulatory agencies. Contributes to store and office cleanliness, maintains equipment.
Observes all company rules and policies. Understands and complies with specific department or location guidelines, tasks and responsibilities.
Position Responsibilities:
Greets visitors, vendors, staff and delivery drivers; alerting staff to any visitors. Answers questions and helps in finding the appropriate person or resource when necessary. Welcome new-hires on orientation days; informing them of any protocols and directing them to breakroom, meeting room and restrooms.
Maintains positive professional relationship with landlord, vendors, delivery drivers, and other service providers.
Answers main phone line, including voicemails, promptly, with a clear and friendly greeting. Understands and uses phone system to efficiently transfer callers and forward voicemails Demonstrates diplomacy when dealing with customers, prospective and existing staff, vendors.
Maintains organization, cleanliness and a welcoming environment in reception and lobby area, including rotating periodicals and store ads; playing appropriate music over lobby/hallway speakers; watering plants and seasonally decorating. Assists with projects and office events, as directed by Manager.
Handles and sorts all daily mail, including interoffice, USPS, FedEx, UPS, and courier packages (incoming and outgoing). Manages staff mailboxes as needed, distributing faxes when received. Maintains all UPS/USPS boxes, bills, envelopes and shipping supplies.
Promptly communicates all package deliveries to appropriate staff; opens and refrigerates any perishable items that cannot be picked up in a timely manner
Creates New Hire Packets for Store Support staff including access badges, parking permits, temporary discount cards, etc. Greets new hire on their first day and gives an overview of packet and office tour/info.
Coordinates with Payroll, HR and managers on all Store Support terminated staff including final pay distribution; deactivation of access badges; receiving all returned badges, parking permits, credit card, IT equipment.
Responsibly manages company credit card, reconciling purchases every two weeks according to statement cycle. Reviews and scans invoices for purchases made.
Maintains UPS, FedEx and USPS account and billing.
Updates/maintains store support phone list as changes occur and uploads to Pantry.
Maintains/manages building access badges and parking permits.
Posts conference room schedules daily. Ensures cleanliness of conference rooms and oversees the availability of conference room furniture and equipment. May be asked to assist with scheduling rooms for store staff; assist with resolving room scheduling conflicts.
Maintains/updates Office Coordinator Services “how-to” binder regularly.
Manages shredding and all recycling program schedules, including B-Line for Styrofoam/plastic bags; batteries; lightbulb; misc recycling for store drop off.
Tracks, maintains, orders and ensures adequate stock levels of office supplies, equipment supplies and kitchen supplies selecting recommended green / sustainable options. Ensures appropriate supply distribution throughout office. Orders desk chairs and other adhoc supplies as requested.
Purchases and stocks coffee, creamers and general kitchen supplies on a weekly basis.
Helps encourage and maintain break room cleanliness and organization. Straightens and tidies daily as needed. Schedules and/or performs deep cleaning tasks.
Acts as point of contact with Landlord for office or building maintenance and janitorial needs, including HVAC, electrical, plumbing or special project related requests.
Coordinates facilities requests, including workspace changes, desk adjustments, painting and other needs at Store Support.
Maintains the security of the office and follows protocol when not present at reception desk.
Must be flexible and agile to support the Company’s business needs and mission, and may be assigned projects and/or other duties outside of typical job functions to meet the needs and demands of the business.
Maintains highest degree of confidentiality around information, files and records of a sensitive nature.
Supports Sr. Executive Assistant, helps organize and coordinate logistics of Company Leadership and stakeholder meetings. Includes all aspects of event planning: secure venues, coordinate logistics, audio-visual/IT needs, catering, agendas, schedule materials preparation, and other related services
Juggles and prioritizes multiple tasks and responsibilities, with frequent interruptions and new, shifting and/or urgent priorities.
Makes decisions with general understanding of procedures and company policies to achieve set results and deadlines.
Coordinates complex scheduling and extensive calendar management, as well as control of content and flow of information to VP team.
Anticipates and provides documents and copies of material as needed in the preparation of meetings and events.
Tools and Equipment Used (not all inclusive): This position works with standard office equipment. May be required to use the following tools and equipment when working in stores or offsite; baler, hand truck, POS, industrial kitchen equipment (i.e. blast chiller, grill, knives/blades, oven, grills, scales, etc.) and basic housekeeping / janitorial items.
This position works consistently at a light work level and may be asked to work on occasion at a medium or heavy work level when supporting stores or other offsite events. Frequently required to sit, walk, reach and grasp. Occasionally required to be on feet with a mix of standing and walking throughout shift. Up to occasionally, dependent on location, required to climb stairs, step stool and /or ladders.
Performs other tasks and duties as assigned.
This job description is not meant to be an all-inclusive list of duties, responsibilities and requirements, but constitutes a general definition of the position’s scope and function within our company. New Seasons Market reserves the right to amend and change duties, responsibilities, and requirements to meet changing industry or business needs as necessary.
What you Bring as a Candidate:
2 years of office management experience preferred.
Previous food and/or grocery specific industry experience preferred. Experience in a multi-unit, high growth retail or similar environment preferred.
Strong analytical and problem-solving skills, with ability to apply judgment, confidentiality and logic in decision making and handle stressful situations in a calm and professional manner required.
High-level proficiency with MS Office required. Working knowledge of mult-line phone systems, basic office equipment such as copiers, printers and FAX machines highly preferred. Skills to learn new computer programs and systems.
Excellent interpersonal skills, including tact and diplomacy, to collaborate, negotiate and communicate effectively and professionally with cross-functional partners at all levels in the company.
Physical and Environmental Work Space: Work occurs in office, a variety of off-site environments and in a grocery store environment which includes surfaces that can be wet and slippery, moderate noise level, and temperature extremes in controlled environments in the cooler and freezer, and depending on location, working outside in all temperatures. There may be exposure to certain allergens and / or chemicals. In accordance with the Americans with Disabilities Act, the ADA Amendments Act of 2008, and other applicable state or local law, we will make reasonable accommodations to qualified applicants and employees with disabilities.
Title: Executive Administrative Assistant
Company: Baker Hughes
Location: Twinsburg, OH
