Associate Executive Assistant

Responsible for performing advanced, diversified, and highly confidential administrative assignments for a designated executive, senior level leader(s), or leadership team. Provides calendar management, travel coordination, event planning, and administrative project management. Projects and administrative tasks 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.

Whole Foods Market is excited to be hiring their next Associate Executive Assistant to join our team in Austin. This new team member will be joining a team of executives to support and work with that are committed to working hard, but having fun at work. The ideal candidate will be a self motivated self starter who likes to get things done while being given autonomy to do their job. Working with calendars, expense reports, and events are going to be part of any executive assistant job, but what makes ours even better is that we want you to have a desire to grow and learn while you're in this role. We want someone who is hungry to learn, but gets stuff done for us without needing to be directed.

 

This role is based in Austin, TX, with an expectation of being in the Store Support office five days a week.

• Schedules and maintains calendar of appointments and meetings for assigned executive(s)
• Manages executive schedules to ensure full awareness of emerging priorities, changes, and potential conflicts.
• Screens incoming calls and correspondence. Responds independently when possible.
• Organizes programs, events, or conferences by:
• Reserving facilities and caterer,
• Issuing information and invitations,
• Coordinating speakers,
• Managing budgets and costs.
• Prepares and distributes records, including agendas, notices, and team meeting minutes.
• Prepares confidential correspondence, reports, and other complex documents.
• May sign documents.
• Tracks, verifies and submits invoices and expenses for payment.
• Arranges complex and detailed travel plans and itineraries; books travel.
• Complies documents for travel-related meetings.
• On a regular basis, coordinates meetings, projects, and other actions with other Executive Assistants.

Skills:

• Excellent written and verbal communication skills.
• Comprehends and interprets instructions, correspondence, legal documents, and invoices.
• Understands internal processes and procedures, including travel, expense, and purchasing protocol.
• Uses Microsoft Word, Excel, and Outlook at a basic level.
• Effectively sets personal priorities based on knowledge / understanding of the priorities of the supported team / leader / executive.
• Represents supported team / leader / executive in a professional manner at all times.
• Effectively presents information and responds to questions in one-on-one and group meetings involving Team Members, Team Leaders, Regional Leadership, National / Global Leadership, vendors, and the general public.
• Applies basic research, information gathering, and analytical skills to:
  • Select appropriate alternatives from defined options,
  • Collect required information,
  • Assess accuracy of detailed information.

• Handles detailed, structured problems; identifying roadblocks to task completion.
• Develops solutions to process and system problems; recognizes and acts on inconsistencies in data and information.
• Understands the WFM organizational structure, associated hierarchy, and approval levels.
• Knows the types and timing of various departmental deadlines and events.
• Recognizes how the supported team / leader / executive contributes to and facilitates WFM’s success.

Education & Experience:

• High school diploma and at least 2 years of experience required
• Associates degree, technical college, or some college course work preferred.

At Whole Foods Market, we provide a fair and equal employment opportunity for all Team Members and candidates regardless of race, color, religion, national origin, gender, pregnancy, sexual orientation, gender identity/expression, age, marital status, disability, or any other legally protected characteristic. Whole Foods Market hires and promotes individuals solely based on qualifications for the position to be filled and business needs.Whole Foods Market works with job sites like Indeed, LinkedIn, and ZipRecruiter to promote opportunities at our company. Please be aware that other career sites may not be accurate or up to date and may even be fraudulent. We encourage and recommend all candidates to apply via our site.