Summary:

The Manager, Executive Administration position provides executive-level support to Save Mart Supermarket’s executive leadership team. The position serves as the day-to-day administrative management supporting the needs of the executive leadership on a wide variety of business activities that are diverse and varied. This position oversees the day-to-day operations, ensures efficient workflow, manages administrative staff, and implements policies and procedures to optimize administrative processes.
The position requires a high level of professionalism, service orientation, attention to detail and skilled in anticipating and executing the activities required to support a changing environment. The position performs assignments that are confidential, time-sensitive and complex in nature, where good judgment, initiative, diplomacy and discretion are required in all activities.

Responsibilities:

Chairman Administrative Support:

• Perform meeting and travel support functions, such as preparing correspondence, managing logistics for internal and external meetings, booking travel, and related activities
• Coordinate and prepare materials for meetings attended by the Chairman, including agendas, presentations, and minutes
• Coordinate with internal and external stakeholders to ensure efficient use of the Chairman's time
• Act as the primary point of contact for the Chairman, screening and prioritizing emails, phone calls, and other correspondence
• Follow up on action items and ensure timely completion of tasks resulting from meetings
• Maintain organized electronic and physical filing systems for the Chairman's documents, records, and contacts

Executive Assistant Team Management:

• Supervise executive administrative staff, including hiring, training, and performance management
• Collaborate with senior executives, other executive assistants, and a variety of other employees, on various matters with confidentiality, accuracy, helpfulness, speed, and efficiency
• Proactively anticipate needs of executives, manage and prioritize demanding schedules with little direction from executives

Office Management:

• Develop and implement administrative policies, procedures, and systems to improve efficiency and effectiveness.
• Manage the tracking of expense workflows and ensure that expense reports are prepared and submitted on a timely basis
• Manage executive account payables and receivable
• Oversee requests to facilities management for executive suite
• Assist in managing communications and updates across departments and teams
• Order supplies for common areas (printers, faxes) and other department supply needs
• Organize meetings, conferences, and events, including scheduling, logistics, and communication

Special Projects:

• Assist the Executive Leadership team with special projects, initiatives, and events as assigned
• Collaborate with other team members to support organizational goals and priorities
• Evaluate and recommend technology solutions to streamline administrative processes
• Performs other duties as assigned