Executive Assistant - IT and Finance

Location : Name

Onalaska Support Office

Position Type

Full-Time

Company Overview

ABOUT FESTIVAL FOODS:

We are a Wisconsin grocer that is committed to giving back to the communities it serves and providing guests with exceptional service and value. We operate +40 full-service supermarkets across the state of Wisconsin.

At Festival, people are at the top of our list. You’ll see it in everything from our daily interactions to how we treat our guests – even in our extensive associate benefits and programs.

Job Summary

Job Title:        Executive Assistant - IT and Finance

Reports To:  Sr. Vice President of Information Technology 

 

 

Enhance executive’s effectiveness by providing direct administrative support in all areas of responsibility.

Job Description

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintain appointment schedule by planning and scheduling meetings, conferences, store visits, and travel
• Communicate information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text and data
• Read, research, and route correspondence; draft letters and documents; collect and analyze information; prepare and send communication on behalf of executive as directed
• Protect operations by exhibiting discretion with sensitive information
• Prepare executive level reports and recaps
• Schedule, plan and attend all meetings of the executive team; transcribe meeting discussions and disseminate; follow up with individuals when necessary
• Track expenses; compile and process monthly expense reports for several members of the executive team
• Provide support to executive for all tasks and responsibilities relating to external boards and committees on which they serve
• Anticipate executive’s needs and take a proactive approach to information gathering and problem solving
• Assist executive with time management by taking meetings and phone calls that do not require their direct involvement
• Handle all aspects of travel arrangements for executive; compile detailed travel folders containing all necessary information
• Process invoices for services rendered, ensuring timely payment to vendor partners
• Lead day-to-day office operations and supervise two direct reports (Senior Office Assistant and part-time Facilities Technician), setting priorities and ensuring effective coverage of reception, visitor coordination, and workplace services.
• Oversee front office functions including phone management, visitor experience, and employee programs such as office lunch coordination to support a welcoming and well-run workplace environment.
• Provides oversight for facilities operations by leading technician responsible for managing vendors, scheduling maintenance and repairs, and ensuring timely resolution of office and building needs.
• Regular, timely attendance in compliance with the work schedule, and adequate notice to find a replacement for occasional absences
• Contribute to team effort by accomplishing related results as needed

RELATIONSHIPS AND CONTACTS

• Supervisory Relationships: Directly reports to the Sr. Vice President of Information Technology
• Organization Relationships:
  • Daily contact with all levels of support office and store leaders to provide direct support and guidance
  • Frequent contact with partners to gain information, work on joint projects and utilize experts 

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 5-7 years of administrative and/or retail grocery experience
• Advanced working knowledge of Microsoft Outlook, Excel, Word and Power Point
• Professional, energetic attitude with attention to detail
• Clear, tactful, and effective executive level writing skills
• Ability to communicate verbally with poise, tact, and candor
• Reliable work ethic, sense of urgency, and ability to use discretion

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

• Frequent