Administrative Assistant

Job Description

Job Description Summary

A career at Whole Foods Market is more than just the work you do- it's about your personal growth and creating meaningful change. Our purpose is to nourish people and the planet. That means improving how people eat, funding grants for school gardens, providing access to fresh and healthy food to people living within food deserts, alleviating poverty in developing countries, and so much more. Working with us means you are making a difference within your community and beyond. We aren't just a grocery store: we're world-changers. With your help, we will continue to set the standards of excellence and revolutionize the grocery industry.

Given the nature of this role, this individual will be required to work out of their assigned location 5 days/week (Glendale or Emeryville, CA offices). At this time, relocation assistance is not offered for this position and we are not able to consider fully remote candidates.

You will manage the following:

• Answer telephones, greets guests, prepare correspondence, maintain calendars, arrange and coordinates meetings.

• Prepares, retains, and manages documents and files.

• May prepare presentations and reports.

• Makes travel arrangements as needed.

• Might handle / reconcile invoices and payments.

• Responds to team and Team Member / Team Leader requests in a timely and efficient manner.

• This role is responsible for performing administrative and office support duties for a team, leader, department, or group.

Responsibilities:

• Provides administrative support for designated leaders/ teams.

• Manages calendars, including internal and external appointment scheduling.

• Schedules meetings and conference calls.

• Coordinates vendor meetings.

• Provides logistical and technical support for meeting rooms / conferences.

• Processes invoices and maintains invoice tracking documentation.

• Creates and processes expense reports.

• Makes business travel arrangements.

• Handles incoming phone calls, emails, and other correspondence.

• Files and retrieves documents.

• Creates and processes purchase requisitions.

• Helps create and maintain the team's SharePoint site.

• Perform other job functions as directed by Team Leader

Skills:

• Understands internal processes and procedures, including travel, expense, and purchasing protocols.

• Good working knowledge of Microsoft Office products, including Word, Excel. PowerPoint, Outlook, and SharePoint.

• Exposure or experience with Concur and/or Coupa is strongly preferred

• Proficient with office equipment (copier, fax, shipping and receiving tools).

• Ability to respond to requests in a reasonable time frame.

• Able to represent supported teams / leaders in a professional manner at all times.

• Demonstrates strong verbal and written communication skills.

• Works well as a team member, sharing responsibilities for tasks and objectives.

• Participates in team meetings and contributes ideas as appropriate.

• Builds strong internal and external working relationships.

• Works on assignments governed by standard policy and protocol.

• Resolves routine questions, referring more complex issues to higher levels.

• Recommends steps for resolution of unexpected or difficult questions / issues.

• Ensures accuracy of data and information provided to staff.

• Understands the WFM organizational structure, associated hierarchy, and approval levels.

• Understands the types and timing of various departmental deadlines and events.

• Must be able to lift 25 lbs.

Education & Experience:

• High school diploma and 1-2 years' relevant experience.

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended any time at the sole discretion of Whole Foods Market. The appropriate country or jurisdictional laws, processes, professional or regulatory bodies, and qualifications apply outside of the United States.

The wage range for this position is $18.96 - $32.23 Hourly, commensurate with experience. Whole Foods Market offers "Whole Benefits". Whole Benefits may include health insurance, retirement plan benefits, eligibility for a store discount, paid time off and access to other benefit programs. Eligibility for Whole Benefits is determined under the terms of the applicable Whole Benefits plan at a person's date of hire.

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.