Executive Administrator

Job Description

Job Description

The Executive Administrator manages the daily administrative operations of a convenience store buying group and supports its leadership, members, and vendor partners. This position helps members receive value from negotiated purchasing programs, rebates, and association services through accurate recordkeeping, responsive communication, and consistent follow-through.

The ideal candidate is organized, professional, comfortable working with numbers, and able to manage multiple priorities while building strong relationships with independent business owners and suppliers.

Key Responsibilities:

Administration and Leadership Support

• Coordinate daily office operations, maintain records, and manage calendars and correspondence.
• Prepare meeting agendas, presentations, reports, and minutes for board meetings, town halls, and member events.
• Track decisions and action items and follow up with the appropriate parties.
• Maintain confidential organizational, member, and vendor information.

Member Services and Communication

• Serve as a primary point of contact for member questions, program enrollment, and administrative support.
• Maintain accurate membership records, store information, and authorized representative details.
• Coordinate onboarding for new members and explain available benefits and program requirements.
• Prepare member notices, newsletters, surveys, and program updates.
• Track member concerns and work with leadership and vendors to resolve issues.

Vendor and Purchasing Program Support

• Maintain relationships with beverage distributors, wholesalers, service providers, and other vendor partners.
• Organize vendor agreements, pricing schedules, rebate terms, renewal dates, and promotional materials.
• Assist with reviewing program participation, purchasing reports, and vendor performance.
• Communicate program requirements and track required member documentation.
• Support leadership in preparing for vendor meetings and purchasing negotiations.

Financial and Rebate Administration

• Collect, organize, and reconcile purchasing and rebate reports.
• Track vendor payments, member rebate allocations, dues, invoices, and outstanding balances.
• Investigate discrepancies and coordinate corrections with vendors, members, and accounting personnel.
• Prepare financial summaries and supporting records for leadership review.
• Process approved payments and distributions according to established procedures.

Meetings and Events

• Coordinate logistics for membership meetings, educational sessions, trade shows, and vendor events.
• Manage invitations, registrations, catering, venues, and event materials.
• Support voting procedures, attendance records, and meeting documentation as directed.