Executive Administrative Assistant

About Wakefern

Wakefern Food Corp. is the largest retailer-owned cooperative in the United States and supports its co-operative members' retail operations, trading under the ShopRite®, Price Rite®, The Fresh Grocer®, Dearborn Markets®, Fairway Markets®, Gourmet Garage®, and Morton Williams® banners.

Employing an innovative approach to wholesale business services, Wakefern focuses on helping the independent retailer compete in a big business world. Providing the tools entrepreneurs need to stay a step ahead of the competition, Wakefern’s co-operative members benefit from the company’s extensive portfolio of services, including innovative technology, private label development, and best in class procurement practices.

About You

The Executive Administrative Assistant in the Quality Assurance Division plays a key role in supporting Wakefern’s Food Safety & Quality Assurance division by keeping daily operations organized, accurate, and moving forward in alignment with company objectives. This role manages complex calendars, coordinates division and committee meetings, supports product withdrawal and recall communications, and maintains essential reporting and documentation for Membership. It also oversees office operations—from equipment and supplies to travel, expenses, and onboarding, while ensuring timely, professional communication across teams and with our retail partners. The ideal candidate brings strong organizational skills, technical proficiency, and a commitment to service that reflects Wakefern’s cooperative values and dedication to excellence.

Essential Functions

• Maintains business calendar for Vice President, Food Safety and Quality Assurance, Director, Corporate Food Safety & QA, Manager, Retail Food Safety and Manager, Own Brands QA, including prioritization, reminders and coordination across departments.
• Assists with preparing and distributing product withdrawals and recalls and other retail communications as needed. Includes coverage on nights and weekends as part of the team rotation.
• Prepares and sends monthly, quarterly, mid-year and year end summary reports to the Membership.
• Ability to use company approved AI tools to improve division efficiency and effectiveness.
• Answers phone calls in a polite and professional manner and forwards messages as needed.
• Maintains Divisional LINK communications, where applicable.
• Oversees inventory of QA signage and distributes to Members and retail when ordered.
• Maintains inventory of QA equipment (thermometers, flashlights, etc.) utilized by staff.
• Updates division organizational chart on a monthly basis and uploads to corporate database.
• Organizes and maintains billing deduction reports, ensuring accuracy, proper documentation, and timely distribution to relevant stakeholders.
• Develops and maintains an efficient documentation and filing system, including digitizing and organizing physical archives.
• Checks and distributes daily interoffice mail and external mail.
• Maintains functionality of and schedules service for printers, copiers and fax machines.
• Orders and maintain office supplies.
• Coordinates and organizes all meetings, including committee. This includes:
• Scheduling, setting agenda, sending reminders and ordering catering, as necessary
• Collects, proofs and sends all committee pre-reads to members
• Coordinates submission of slides/deck for cross functional committee presentations
• Operates audio-visual systems during meetings and records minutes
• Travel and Expenses:
• Creates and inputs division expense reports for division leadership
• Makes travel arrangements for leadership including requisition, hotel, flight reservations, ground transportation, etc.
• Maintains vacation and paid time off schedules for the QA Division.
• Processes HR e-Reqs and ePAFs.
• Coordinates all newly hired associates’ technology, system access, office set-up and onboarding experience.

Qualifications

• High school graduate or equivalent with secretarial/business school training desired, some college preferred.
• 3-5 years of prior administrative experience.
• Ability to work in a fast-paced environment, with demonstrated experience in multi-tasking and resolving problems effectively and efficiently.
• Demonstrated record of fully competent administrative skills: writing, proofing, as well as ability to organize, coordinate and follow through on projects.
• Ability to handle multiple requests from internal and external customers.
• Highly proficient technical computer skills including Microsoft Office/Word, Outlook, Excel, PowerPoint, Oracle, PeopleSoft, Ad Management and Concur with the ability to easily adapt to new technology.
• Excellent organizational, verbal and written skills with ability to prioritize work under pressure to meet strict deadlines.
• Strong customer service and teamwork skills with a willingness to assist others.

Working Conditions & Physical Demands

• Ability to monitor computer screens for long periods.
• Ability to adhere to the 4 days in-office work policy.
• Ability to flex hybrid schedule to attend important meetings and support the business needs of the QA Division.
• Ability to attend meetings in various Wakefern facilities as needed.

Core Competencies

• Communicate Effectively : Communicates thoughts and ideas in a well-organized manner, encouraging two-way communication.
• Build Relationships : Creates cross-functional partnerships through the development and maintenance of constructive and cooperative relationships.
• Stay Competitive : Demonstrates a mindset of continuous improvement while exhibiting passion and enthusiasm for their work.
• Embrace Change : Looks for new ways of working by supporting advancements in processes and technology.
• Develop You : Identifies and capitalizes on opportunities for personal and professional career growth.
• Drive for Results : Supports divisional and strategic objectives through achievement of work goals.

Compensation and Benefits

The salary range for this position is $57,000 to $66,000. Placement in the range depends on several factors, including experience, skills, education, geography, and budget considerations.

Wakefern is proud to offer a comprehensive benefits package designed to support the health, well-being, and professional development of our Associates. Benefits include medical, dental, and vision coverage, life and disability insurance, a 401(k) retirement plan with company match & annual company contribution, paid time off, holidays, and parental leave. Associates also enjoy access to wellness and family support programs, fitness reimbursement, educational and training opportunities through our corporate university, and a collaborative, team-oriented work environment. Many of these benefits are fully or partially funded by the company, with some subject to eligibility requirements.