Associate Executive Admin Assistant

Foods you love. Brands you trust. And a career that empowers you to grow. 
 
At Nestlé USA, we’re all working towards the same goal – to delight and deliver for our consumers. With a rich portfolio of beloved brands, including DiGiorno, Toll House, and Coffee mate, in 97% of U.S. households, we have a unique opportunity – and responsibility – to be there for every moment in our consumers’ lives.

 

Joining Nestlé means becoming part of an inclusive workplace that inspires innovation, encourages strategic thinking and creativity, and celebrates your achievements. No matter where you work within the organization, you are empowered to challenge the status quo, embrace risk-taking, and pioneer new ideas. Our supportive and collaborative environment encourages bold ambitions and continuous learning so that everyone can grow and thrive.
 
This position is not eligible for Visa Sponsorship.

 

 

The Associate Executive Admin Associate will play a vital role in the success of the Technical Applications Group (TAG) by providing dedicated administrative support to the Vice President of TAG, as well as the Directors and Senior Directors. This individual will be responsible for advanced executive, administrative, and confidential assignments, managing multiple concurrent activities and projects that align with the company and departmental objectives.

 

Primary Responsibilities:

 

Meeting, Event Planning & Coordination (50%)

 

• Identify expectations and requirements for all events, ranging from large-scale meetings (e.g., Monthly Leadership Team Meetings and off-site events) to smaller gatherings within the Beverage Division (e.g., focus groups, new hire sessions).
• Coordinate, schedule, and manage key meetings, events, and conferences, including arranging venues, managing technology needs, and organizing meals/refreshments, logistics, and travel.
• Liaise with key stakeholders and administrative support within the Beverage Division during the planning phase to ensure effective communication and progress tracking.
• Manage and maintain the budget for events and meetings.

 

Calendar and Process Management (30%)

 

• Lead and manage the annual operating calendar for the Beverage Leadership Team and operational meetings throughout the year. Organize, prioritize, and maintain the Executive’s appointments and meetings.
• Coordinate travel arrangements, prepare itineraries, and secure air/ground travel and hotel accommodations. Ensure all necessary documents for international travel are obtained and coordinate logistical details with overseas officers.
• Act as a liaison between direct reports, employees, and vendors. Maintain a high level of professionalism and confidentiality when handling sensitive information and coordinating activities with Administrative Assistants and departmental teams.
• Work independently and reliably, making informed administrative and business decisions in support of the President, exercising good judgment and discretion.
• Administer and reconcile P-Card/T&E Card and purchase orders for the Executive and those they support.

 

Additional Duties (20%)

 

• Communicate specific instructions and requests to various individuals throughout the company.
• Oversee daily office operations, including handling incoming mail and answering phone calls. Maintain office efficiency by multitasking, prioritizing, and adapting to new situations and deadlines. Order office supplies, company merchandise, and equipment as needed.
• Create PowerPoint business presentations that include images, charts, graphs, and embedded multimedia.
• Follow up on pending issues to ensure the completion of tasks.

 

Requirements:

 

• High School diploma required. Bachelor’s degree preferred.
• A minimum of three to five years of administrative experience is required.
• Experience in a corporate environment is preferred; prior human resources experience is a plus.
• Proficient in Microsoft Office Suite (including Outlook, Word, PowerPoint, Excel, and Visio).

 

Skills:

 

• Ability to maintain a high degree of confidentiality.
• Demonstrates professional judgment and discretion.
• Detail-oriented self-starter with sound judgment and the ability to prioritize and make decisions effectively.
• Energetic and eager to tackle new projects and ideas while thriving in a fast-paced environment.
• Excellent time management and interpersonal skills, including flexibility in collaboration and relationship management.
• Strong oral and written communicatio