Senior Executive Assistant
About H-E-B H-E-B is one of the largest, independently owned food retailers in the nation operating over 400 stores throughout Texas and Mexico, with annual sales generating over $25 billion.Described by industry experts as a daring innovator and smart competitor, H-E-B has led the way with creative new concepts, outstanding service and a commitment to diversity in our workforce, workplace and marketplace. H-E-B offers a wealth of career opportunities to our 109,000+ Partners (employees), competitive compensation and benefits program and comprehensive training that lead to successful careers.
Job Summary: The Executive Assistant will provide administrative and project management support to the Chief Product Officer. The EA will anticipate needs through the prioritization and management of CPO’s day-to-day workflow and projects, as well as a wide range of administrative tasks. The Executive Assistant will perform, coordinate and oversee administrative duties to enable the CPO to work more efficiently and effectively towards reaching the organization’s goals.
Essential Functions / Process Responsibilities include the following; other duties may be assigned as necessary:
Executive Administrative Duties:
- Advanced diversified, and confidential administrative functions requiring a high degree of independent judgment
- Serve as a key point of contact for a wide variety of high-level relationships between the CPO, VPs, SLT, internal Partners, and external contacts
- Manages and maintains highly confidential and sensitive information
- Work as a member of the team, willingly providing back-up support for co-workers when necessary
- Create and gather meeting presentations and materials as needed
- Build and edit correspondence, articles, reports and presentations
- Handle phone and email inquiries and respond appropriately and timely
- Manage the CPO’s schedule, prioritizing meetings and communicating all relevant details to participants
- Screens mail, emails, and phone calls at all levels
Project Management
- Coordinate and manage special projects, including working collaboratively across the organization
- Acts as a team or project leader providing direction to team activities and facilitates information validation and team decision-making process
- Conducts specialized research and analysis
- Makes decisions within policy guidelines on executive’s behalf
- Manages projects (e.g., budget preparation, PartnerShare, merit administration, records management)
- Plans meetings at all levels (e.g., Officer Meetings and Leadership Conferences)
- Gathers team members with the necessary skills and talents to accomplish tasks
- Applies developed subject matter knowledge to solve common business issues within established guidelines and by recommending appropriate variances
Communication
- Excellent interpersonal and communication skills in one-on-one and group situations, with the ability to effectively work within all levels of the organization
- Prepares and edits complex documents that are representative of CPO’s style, H-E-B culture and appropriate for the situation
- Produces business documents from an outline or from information independently obtained
- Develops and delivers presentations that clearly and concisely convey appropriate messages
Qualifications
- Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting with excellent attention to detail
- Strong work ethic and the capacity to manage a significant workload
- Superb communication skills (verbal and written) with a confident, concise, clear and compelling style
- Advanced proficiency in all MS Office applications including: Outlook, Word, Excel, PowerPoint
- Excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders
- Skilled in all aspects of planning/organizing
- Resourceful, strategic problem-solving ability with a “can do” attitude
Preferred Education and Experience
- Bachelor’s degree plus 2 years’ experience or high school education plus 7+ years previous administrative experience
- 5-7 years subject matter experience preferred (e.g., eCommerce, Retail, IT solutions, Project Management)
- Working knowledge and experience in the operation and maintenance of office equipment (e.g. Conference room audio/video equipment, etc.)