Senior Administrative 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.

 

 

POSITION SUMMARY:
This position supports both the Sr. Director and Director of Marketing, in the Global Culinary Kitchen Division. The desired candidate must be organized, collaborative and proactive and must also exercise independent judgment and discretion. This position requires performing tasks in a fast-paced environment, working with multiple stakeholders and supporting multiple projects simultaneously. 

PRIMARY RESPONSIBILITIES:
The primary responsibilities include but are not limited to the following:

Administrative Support:

• Provide primary administrative support for the Global Culinary Kitchen Brand Marketing teams.
• Key activities include maintaining calendars, proactively addressing scheduling conflicts, and setting up and maintaining appointments and meetings. This role also practices speed and agility and helps to prioritize competing meetings, tasks, or projects.
• Make arrangements for all travel and conferences. Ensure travel approvals and expense reports are completed in a timely manner.
• Maintain organizational charts and distribution lists for the respective departments.
• Serve as a liaison with direct reports, employees and vendors.
• Order office supplies, equipment, etc. on behalf of team as needed.
• Assist department leadership team as needed.
• Maintain a high level of confidentiality for sensitive and confidential pertaining to the team, financials, etc.

Communications and Meeting/Event Coordination: 

• Schedule and organize monthly team meetings.
• Schedule and manage arrangements for meetings and events including, rooms, ordering meals, refreshments, travel logistics, etc.
• Coordinate with NBS to research venues for large group offsite meetings.

Financial Responsibilities:

• Ensures procurement activities are in accordance with procurement policies. 
• Manage purchase order process including the creation of POs and gathering data from various stakeholders to ensure service providers are paid in a timely manner.  
• Responsible for processing invoices for the department through P-Card or SAP system. Maintains appropriate vendor files and audit trail.
• Maintains purchasing card (P-Card) for teams. Ensures all payments are in accordance with compliance policies and maintains appropriate records.

EXPERIENCE:

• Minimum of 3-5 years administrative experience required.  Experience working in a corporate environment preferred.
• High School Diploma required; Bachelor’s Degree preferred. 

SKILLS:

• Strong communications skills, both oral and written. Demonstrates professional judgment and discretion.
• Ability to handle multiple projects simultaneously.
• Ability to work in team-based environment, developing cross-functional network of resources, maintaining effective working relationships.
• Collaborate with the broader Nestle Executive Assistant community, including partnering on function wide projects and providing temporary coverage for peers, as needed.
• Detail oriented and able to work in a fast-paced environment.
• Advanced PC skills required, including MS PowerPoint, Word, Excel, and Outlook, team rooms and share points.  
• Experience in SAP is preferred.

 

It is our business imperative to remain a very inclusive workplace.
 
To our veterans and separated service members, you're at the forefront of our minds as we recruit top talent to join Nestlé. The skills you've gained while serving our country, such as flexibility, agility, and leadership, are much like the skills that will make you successful in this role. In addition, with our commitment to an inclusive work environment, we recognize the exceptional engagement