Administrative Assistant

About WakefernWakefern 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 Di Bruno Bros. 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, Wakeferns co-operative members benefit from the companys extensive portfolio of services, including innovative technology, private label development, and best-in-class procurement practices.Your contributionAs the Administrative Assistant you will provide administrative support to the Risk Management and Insurance Division which services the needs of all Cooperative Members and Wakefern divisions.What youll doAdminister daily mail and manage phone lines for divisionManage directors calendar and schedule director, manager and staff meetings, virtual or in-person. For in-person, reserve conference rooms, coordinate audio visual and any cateringOrder and maintain office supplies, printer functionality and supplies, etc.Process all divisional invoices for insurance, purchase orders and accounts payable transactionsManage logistics of monthly Wakefern standing board committee meetings, the Risk Management Committee (RMC), including scheduling, materials distribution, attendance management, preparation of minutes and audio-visual presentationManage logistics of Insure Rite, Ltd (IRL) Captive Insurance Company Board of Directors meetings including scheduling, securing proxy and conflict of interest statements from Members, materials distributionProcess all HR e-reqs, ePafs, recognition awards in PeopleSoftManage new hire set-up including ordering laptop, ID badge access, VPN and network access and office suppliesAssist in the planning/organization of the Annual Risk Management & Safety Conference including scheduling preparation meetings, communications with attendees, event brochures, gift give-aways, signage, cateringPrepare counterfeit claims submission for insurance recovery for all Member stores. Maintain bank records of bank reports and police reports and follow up with Members, as neededServe as division back-up for miscellaneous activities including Member and/or vendor requests for Certificates of Insurance, property boiler inspection certificates, automobile ID cards, basic Origami RMIS issuesInteract with internal and external customers in a deadline-driven environment with minimal supervision.Interact with WFC Members, management and outside vendorsWhat were looking forHigh school graduate or equivalent with secretarial/business school training desired; some college preferredDemonstrated record of fully competent administrative and organizational skills: proofing, ability to organize and coordinate and follow through on projects. The ability to handle multiple requests from internal and external customers, attention to detailStrong computer skills including Microsoft Office/Word, Excel, PowerPoint, Outlook and mobile technologiesAbility to meet deadlines and work in a fast-paced environment with demonstrated ability to multi-task and resolve problems effectively and efficientlyExcellent verbal and written communication skillsStrong customer service and teamwork skills with a willingness to step in and assist othersHow youll succeed - Core CompetenciesCommunicate 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.How youll workHybrid schedule includes 4 days working in the office at Edison, NJ location with the flexibility of working the fifth day from homeCompany PerksVibrant Food Centric CultureFitness Reimbursement and Well-Being ProgramCorporate Training and Development UniversityCollaborative team environment401KMatching Gifts and Community Volunteer Involvement