Administrative Assistant II

Retail Support/Services Job

Hannaford Supermarkets started out as a fresh produce vendor in Portland, Maine way back in 1883, and is still connected to those early roots as a local market. Hannaford actively seeks out farmers and producers to join our Local program which celebrates not only local foods, but the preservation of farmland, local traditions and local jobs. The connection we have to the source of our fresh foods is core to the way we do business, becoming the first major supermarket in the United States to document that all its seafood products were sustainably harvested.

Hannaford offers a flexible work environment, with a hybrid work expectation for field-based positions of being physically present in our Schodack, NY office a minimum of three (3) days a week. This position will be based out of Schodack, NY office. Prospective candidates must reside in or be willing to reside in NY.

Position Summary:

Performs varied and complex administrative and clerical duties for assigned Officer and departmental staff. Maintains department files, records, and reports. Handles confidential department information and issues in a secure, discrete manner and with appropriate sense of urgency.

Primary Duties and Responsibilities:

• This role supports a broad group including multiple Officers and at times Directors.
• Creates, updates, and manages a variety of department files and documentation.
• Provides accurate and timely administrative support for assigned department programs.
• Coordinates calendars and schedules/coordinates meetings and departmental events. Makes travel arrangements involving domestic and international plans and itineraries as necessary.
• Uses appropriate computer software applications (word processing, spreadsheet, database, and presentation applications) to prepare correspondence, reports, presentations, and documentation in support of vice president and department.
• Screens, prioritizes, and processes a variety of internal and external customer communications for vice president in an effective, prompt, and courteous manner, including telephone calls, e-mail messages, and letters. Meets and greets internal and external visitors.
• Assists Officer and department staff with budget administrative activities including maintaining budget files and preparing/distributing variance reports. Monitors department expenses and maintains associated records.
• Monitors and orders department supplies to ensure adequate inventories.
• Attends meetings and prepares detailed minutes or summaries of proceedings.
• Provides backup for department support staff as needed.
• Assists Officer and staff with ad hoc administrative projects.
• Responsible for the development, talent planning and performance management of self.
• Coordinate and schedule large meetings and conferences. Take lead in planning and executing the logistics of store manager leadership meetings and award ceremonies, Hannaford leadership meetings and others as assigned. Determine logistical requirements and coordinate arrangements for audio-visual, hotel accommodations, catering, rentals and contracts. Manage invitations, RSVPs, and attendee communications.
• Performs other duties as assigned.

Qualifications and Experience:

• Associate's degree or equivalent combination of education and related work experience.
• 5 or more years' experience working in an administrative/support role
• Basic knowledge of organization policies and practices
• Working level of knowledge for company, business and industry practices.
• Proficient in Microsoft Office applications.
• Flexible and able to handle pressure well.
• Knowledge of event organization process.

Preferred:

• Bachelor's degree.

Skills and Abilities:

• Strong interpersonal, teamwork and communication skills
• Strong organizational skills with detail orientation
• Ability to handle highly confidential information
• Ability to prioritize, handle multiple tasks, and shifting timelines
• Support multiple customers simultaneously
• Ability to manage calendars of multiple heavily scheduled executives
• Ability to work with all levels of management
• Self-motivated

The pay range for this position is $23.58/hr. to $35.37/hr. The statements contained herein reflect general details as necessary to describe the principal functions for this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. Hannaford provides equal opportunity in employment to all associates and applicants for employment without regard to race, religion, color, sex (including pregnancy, childbirth and related conditions), age, veteran status, national origin, sexual orientation, gender identity and gender expression, disability, or any other characteristic protected by law.