Onalaska Support Office

Full-Time

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 Title:        Executive Administrative Assistant 

Reports To:  Sr. Vice President of Information Technology

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as a strategic planning partner to the executive, actively managing and triaging a complex calendar to align time with top business priorities; exercise sound judgment in accepting, declining, or reshaping meeting requests.
• Own executive communications flow: review, prioritize, and route correspondence; draft and send communications on behalf of the executive with a high degree of autonomy and professionalism.
• Synthesize information from meetings, reports, and incoming materials into clear, actionable insights; prepare executive-level briefings, summaries, and recaps.
• Coordinate and optimize all scheduling logistics, including meetings, conferences, store visits, and travel, with a forward-looking approach to efficiency and preparedness.
• Read, research, and route correspondence; draft letters and documents; collect and analyze information; prepare and send communication on behalf of executive as directed
• Maintain strict confidentiality and discretion in handling sensitive information and business matters.
• 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
• Proactively anticipate needs by staying ahead of business priorities, identifying potential challenges, and gathering information or solutions before they are requested.
• Represent the executive in select meetings and interactions, independently handling discussions that do not require direct involvement while ensuring alignment with executive priorities.
• 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+ years of administrative assistant or related experience
• Associate's or Bachelor's degree or equivalent relevant work experience strongly preferred
• 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 need to stand, walk, or sit for extended periods of time  
• Bending, stretching, and occasional lifting of up to 50 lbs. is required
• Professional appearance and demeanor is a must

WORK SCHEDULE

The Executive Administrative Assistant is a full time position. The work schedule will include mornings, afternoons, evenings, weekends, and holidays as needed.

WHY YOU'LL LOVE IT HERE:

Associate Discount: Enjoy an industry-leading 15% off your grocery purchases for you and your immediate household!.

Weekly Pay & Premium Pay: Hourly associates are paid weekly, providing more frequent access to their funds. Part-time store associates are paid a $1 premium per hour on Sundays and select holidays. Hourly full-time store associates receive time and a half on Sundays and select holidays.

Two-Week Advanced Scheduling: Better Planning. Better Balance. We provide our associates with their schedules two weeks in advance, offering greater predictability & flexibility.

Vision & Dental Insurance: Part-time and full-time associates are eligible for vision insurance and two dental coverage options that are designed to fit your needs.

Support: Our associates receive support for their total well-being; including 3 weeks of paid parental leave, a fitness reimbursement program offering savings off of fitness membership fees; our EAP (Employee Assistance Program) and LEAPCare Care Coaches, which provide associates confidential care related to hospital visitation, conflict resolution, stress management, marriage or divorce, family issues and depression or anxiety.

Save for Your Future: Offering a 401(k), we’re proud to support our associates in planning for retirement. The 401(k) plan empowers associates to save a portion of their paychecks for retirement. Festival Foods has an annual discretionary match to help our associates reach their savings goals.




At Festival Foods we are committed to providing an environment of mutual respect where equal employment opportunities are available to all. We are dedicated to building a top-notch team of skilled, experienced and service-oriented associates. Festival Foods believes that an inclusive environment for teammates of all backgrounds and perspectives strengthens our ability to serve our guests and communities, as we seek to recruit, develop, and retain the most talented people.

Festival Foods will not accept unsolicited resumes from recruiters or employment agencies. In the absence of an executed recruitment Master Service Agreement, there will be no obligation to any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without an agreement, Festival Foods shall reserve the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, shall be deemed the property of Festival Foods.

3800 Emerald Drive E

Onalaska

WI

54650