Executive Assistant

About the Role: Executive Assistant

The Executive Assistant at Whole Foods Market is responsible for performing advanced, diversified, and highly confidential administrative assignments for a designated executive, senior level leader(s), or leadership team. This role provides comprehensive calendar management, travel coordination, event planning, and administrative project management. Daily tasks and projects 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:

• Irvine Store/Office: 8525 Irvine Center Dr Irvine, CA 92618
• San Francisco Office: 525 Market St San Francisco, CA 94105

Key Responsibilities

• Typically supports senior-level leader(s) and/or a designated senior-level team.
• Manages leader/team scheduling and calendar, identifying conflicts and priority shifts, and ensuring effective communication.
• 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, involving meeting arrangements, document preparation, and travel coordination.
• Assists with scheduling and provides logistical and other support for company-wide meetings and events.
• Approves and pays business invoices.

Required Skills & Competencies

• Strives to build a 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 unreasonable or inconsistent requests.
• 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 various factors, including 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 coursework preferred.

Compensation & Benefits

The wage range for this position is $28.86-$49.06 Hourly, commensurate with experience. Whole Foods Market offers "Whole Benefits" which 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.

Key Skills/Competency

• Administrative Support
• Calendar Management
• Travel Coordination
• Event Planning
• Project Management
• Confidentiality
• MS Office Suite
• Cross-functional Collaboration
• Problem-Solving
• Client Service