Executive Administrative Assistant

Wakefern Food Corp. is the largest retailer-owned cooperative in the United States and supports its co-operative members' retail operations, trading under the Shop Rite®, 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.

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.

• 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.

• 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…