Executive Administrative Assistant, Global Data & Analytics and Global Foodservice

Administrative Assistant

To provide day-to-day support for the Global Data & Analytics and Global Foodservice Executives and teams at Circle K. This role ensures smooth operations by managing calendars, coordinating meetings and travel, handling correspondence, and serving as a key liaison across departments and with external partners. The Administrative Assistant will also help organize and facilitate team events and activities, ensuring effective planning, communication, and execution.

Job Duties & Responsibilities

• Provides daily administrative support services:
• Organizes workload to meet internal and external departmental deadlines.
• Prioritizes, screens, routes and answers routine correspondence not requiring executives' attention to ensure timely and accurate responses; flags all critical information for supervisor's attention.
• Screens and directs employees and visitors; answers questions and furnishes information based on company policies and procedures.
• Takes, transcribes, composes, edits, and sends a variety of correspondence on behalf of supervisor; monitors office supply levels and orders as needed; maintains conference room schedules.
• Maintains and updates departmental files, records and publications in accordance with company policies and procedures; maintains confidential files and materials.
• Maintains executives' calendar, schedules appointments, coordinates meetings and travel itineraries, proactively manages conflicts in scheduling, assists with expense reports.
• Researches, gathers, prepares, maintains, and circulates numerous weekly, monthly, and quarterly reports, spreadsheets and presentations.
• Serves as a liaison between internal and external departments, visitors, employees and the other companies.
• Onboards new employees including but not limited to: arranging for workspace, ordering IT equipment, meeting and orienting new employees with office (e.g., parking, obtaining badge, office specific policies, tour of the building, etc.).
• Organizes and facilitates team events and activities to build collaboration, engagement, and alignment across teams.
• Other duties as assigned.

Qualifications

• High School diploma or equivalent plus 2+ years' work experience in fast paced corporate setting.
• Highly proficient with Microsoft Office applications, specifically Word, Excel, Outlook, and PowerPoint. Knowledge of Workday a plus.
• Knowledge of administrative and clerical procedures including typing, records management and data entry.
• Strong organizational skills with ability to manage multiple priorities and deadlines. Excellent communication skills (written and verbal), professionalism, customer service focus, and business acumen (active listening, professionalism, and phone etiquette).

Job Requirements

• Ability to read and listen, understand and communicate information and ideas in a clear and understandable manner, both orally and in writing.
• Ability to effectively analyze and evaluate information to make decisions, solve problems and achieve goals.
• Ability to work with executives remotely, either due to need to support people across multiple locations or during travel.
• Experience in organizing travel, including international entry documentation and support.
• Physical Demands: Work requires frequent sitting, standing, walking and use of keyboard/computer. Work requires occasional bending, reaching and lifting/moving up to 35 pounds. Work is subject to tight deadlines and interruptions can be stressful.
• Open to working flexible hours on an ad hoc basis if needed, which could include evenings, weekends, and/or select holidays as needed.

Circle K is an Equal Opportunity Employer

The Company complies with the Americans with Disabilities Act (the ADA) and all state and local disability laws. Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the ADA and certain state or local laws as long as it does not impose an undue hardship on the Company. Please inform the Company's Human Resources Representative if you need assistance completing any forms or to otherwise participate in the application process.