Administrative Assistant

Responsibilities

• Performs clerical duties such as filing, typing, and copying documents.
• Audits partner payroll hours, monitors region-specific reports, resolves discrepancies, and communicates corrections to Payroll.
• Processes new hire data, profile changes, and HR/payroll transactions; maintains accurate partner rosters, term trackers, and digital files.
• Manages new hire and transfer onboarding, schedules training, and ensures smooth integration for locations without a CCA.
• Codes, verifies, submits, and tracks invoices; reconciles corporate card expenses, arranges travel, and obtains leader approvals when required.
• Oversees ordering, inventory, and distribution of office supplies, uniforms, and mail; ensures compliance with allowance guidelines.
• Reports and tracks facility issues and coordinates office equipment repairs to maintain efficiency.
• Captures, processes, and distributes employee benefits information; coordinates meetings, celebrations, and regional events; manages bulletin boards, compliance signage, and location communications.
• Provides partners with policy, benefits, and job posting information; greets visitors, manages tours where applicable, and supports leaders with inquiries.
• Maintains training and safety compliance for applicable locations.
• Prepares, compiles, and analyzes complex documents, reports, and presentations that reflect the leader’s style, align with H-E-B’s culture, and are tailored to the specific situation.

Qualifications & Key Requirements

• Intermediate support individual contributor position performing administrative or specialized tasks in support of daily business activities.
• Works under moderate supervision on mostly routine tasks but may deviate from or interpret standard procedures based on knowledge gained through learned experience.
• Solid knowledge of MS Office Suite and the operation / maintenance of office equipment (e.g., copiers / printers, fax machines, conference room audio / video equipment, etc.).
• Good verbal and written communication skills including but not limited to proper use of grammar, spelling, and punctuation.
• Attention to detail with ability to organize and prioritize, handle multiple tasks simultaneously in a fast-paced work environment, and work well and remain composed in stressful situations.
• Ability to exercise sound judgment and decision making, employ reasoning skills within scope of established practices / policies, and act without direction unless issues arise outside of known precedent.
• Self-motivated, professional, and conscientious.
• A related degree or comparable formal training, certification, or work experience.

Physical Demands & Working Conditions

• Function in a fast-paced, retail and office environment.
• Travel by car or plane with overnight stays.
• Occasionally lift up to 50 lbs (e.g., box of copy paper).
• Work extended hours and/or rotating schedules.