What are the responsibilities and job description for the Administrative Assistant position at Wakefern Food Corp.?
The Administrative Assistant supports the leadership of the Dairy and Frozen divisions. The person in this role is responsible for performing administrative tasks in support of the divisions’ growth and continued success.
Core Functions / Minimum Requirements
The core functions of this position include, but are not limited to, the following:
Perform administrative duties:
- Answer phone calls in a polite and professional manner and forward messages as needed
- Calendar maintenance for division leadership, Vice President and Managers; including prioritization, reminders and coordination across departments
- Check daily interoffice mail and external mail
- Maintain functionality of and schedule service for printers, copiers and fax machines
- Order and maintain office supplies
- Maintain the two division’s Org Charts
- Send out biweekly Divisional communications to membership and stores
- Maintain Divisional LINK communications
- Coordinate and organize all meetings, including committee. This includes:
- Scheduling, reserving conference room, setting agenda, sending reminders and order catering, as necessary
- Collect, proof and send all committee pre reads to members
- Coordinate submission of slides/deck for cross functional committee presentations
- Operate systems during meetings, record minutes and take attendance
- Travel and Expenses:
- Create and input division expense reports for Vice President and Managers
- Make travel arrangements for Vice President and Managers including requisition, hotel, flight reservations, ground transportation, etc.
- Maintain vacation schedules for all departments that will be supported
- Process HR e-reqs and epafs
- Processes new hire requests, set up and onboarding
Knowledge and Skill Requirements:
- High school graduate or equivalent with secretarial/business school training desired, some college preferred
- Previous experience in an Administrative role
- 3-5 years of experience preferred
- Ability to work in a fast paced environment, with demonstrated ability to multi task and resolve problems effectively and efficiently
- Demonstrated record of fully competent administrative skills: writing, proofing, ability to organize and coordinate and follow through on projects. The ability to handle multiple requests from internal and external customers.
- Must possess strong personal computer skills including Microsoft Office/Word, Excel, PowerPoint, Oracle, PeopleSoft, Ad Management, ipro and Concur
- Excellent organizational, verbal and written skills with ability to prioritize work under pressure to meet strict deadlines
- Have strong customer service and teamwork skills with a willingness to assist others
Working Conditions & Physical Demands
- Ability to monitor computer screens for long periods of time
- Ability to adhere to the 4 days in-office work policy
- Ability to flex hybrid schedule to attend important meetings and vendor or store visits based on business needs
