Sr. Administrative Assistant (Procurement Department)

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.

 

 

This position supports the Procurement Department overall and provides administrative support to Senior Procurement leaders. This position requires an individual who is organized, collaborative, proactive, and able to exercise independent judgment and discretion. This position requires performing tasks in a fast-paced environment, working with multiple stakeholders and supporting multiple projects simultaneously. 

 

Note: This position is required to provide senior level administrative support, including assistance with urgent issues which may occur in the evenings or weekend hours. 5-10% travel may also be required as needed to support Procurement Leadership members and organizational events.

 

PRIMARY RESPONSIBILITIES:

• Provide primary administrative support for the Procurement Senior Leaders and their teams. Key activities include maintaining the senior leaders’ calendars, proactively addressing scheduling conflicts, and setting up and maintaining appointments and meetings. Manage expense reconciliation for assigned leaders in compliance with our company policies. Practice speed and agility and helps to prioritize competing meetings, tasks, or projects.
• Coordinate on-site logistics for departmental meetings and events including conference room booking and setup, catering, and technology support. Quickly trouble-shoot issues as they arise to minimize impact to meeting efficiency and experience.
• Maintain org charts and distribution lists for assigned groups.

• Serve as the IT Coordinator for procurement teams, being the key liaison between the client group and IT for issues, assignment of SAP roles, and ordering of equipment. Actively works to minimize disruption and expedite resolution to IT issues to enable efficiency for their client group.
• 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. Complete Goods Receipt (GR) transactions for POs.

• Responsible for processing invoices for the department through P-Card or SAP system. Maintains appropriate vendor files and audit trail.
• Maintains shared files and resources including Teams Rooms, meeting decks, etc.
• Collaborate across other functions to partner on function wide projects and provide temporary coverage for peers, as needed.
• Post organizational announcements on The Nest and Workplace for Procurement.
• Provide support on departmental projects and initiatives as assigned.
• Performs other duties as assigned.

 

REQUIRED EDUCATION & EXPERIENCE:

• High School diploma required; bachelor's degree preferred. 

• 3+ years administrative experience required.  Experience working in a corporate environment strongly preferred.

 

ESSENTIAL SKILLS / COMPETENCIES:

• Demonstrated success in managing multiple projects simultaneously
• Ability to work in team-based environment, developing cross-functional network of resources.
• Must be highly collaborative with stakeholders at the same location and across other Nestlé sites
• Advanced PC skills required, including MS PowerPoint, Word, Excel, and Outlook, team rooms and share points.
• 5-10% travel to Nestlé sites (domestically) is required for events and administrative support is required

 

 

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