Executive Administrative Assistant (Hybrid)

 

At Nestlé Health Science, we believe that nutrition, science, and wellness must merge, not collide. Here, we embrace the intrinsic connections of these three pillars, harnessing their collective strength to empower healthier lives. Our broad product portfolio includes renowned brands like Garden of Life®, Nature's Bounty®, Vital Proteins®, Orgain®, Nuun®, BOOST®, Carnation Breakfast Essentials®, Peptamen®, Compleat Organic Blends®, and more. We also have extensive pharmaceutical expertise, offering innovative medicines that aim to prevent, manage, and treat gastrointestinal and metabolic-related diseases.

 

At Nestlé Health Science, we bring our best for better lives. Our people are challenged to bring fresh, diverse views and make bold moves to empower healthier lives through nutrition. We know brilliant ideas can come from anyone, anywhere. Here we embrace the entrepreneurial spirit and collaborate with teams that champion focused and forward thinking. We are committed to fostering professional growth and celebrating the achievements of our people along the way. We offer dynamic career paths, robust development, opportunities to learn from talented colleagues around the globe, and benefits that support physical, financial, and emotional wellbeing. 

 

Join us to innovate for impact and reimagine the future of health and nutrition for patients and consumers. 
 

 

 

Position Summary:

 

The Executive Assistant plays a crucial role in providing advanced administrative support to the Holistic Health Business Unit President. Responsibilities include managing administrative tasks, overseeing invoice management, preparing and organizing documents, and coordinating extensive travel itineraries. The Executive Assistant is expected to maintain professional communication and collaboration with employees at all levels, Nestlé senior executives, local teams, and external partners and contractors. Additionally, this position serves as a valuable knowledge resource for the supported teams, providing information on corporate policies, procedures, and other business requirements. This is a hybrid position that requires an average of 2-3 days per week at our corporate office in Bridgewater, NJ.

 

Responsibilities:

 

• Administrative support for assigned teams. Manage scheduling/maintaining calendars, meeting coordination (confirming availability, booking rooms, setting up teleconference or video conference capability, ordering food, etc.) making travel plans and reservations, processing expense reports
• Administrative support in arranging national and regional group meetings (confirming attendee availability, book rooms, and set up teleconference or video conference capability and order food) as appropriate.  Fill ad hoc requests for copy/printing/updating documents, shipments, documents filing, and group travel arrangements
• Document preparation and management, including drafting, editing and proofing different types of documents, including agreements
• Memos, correspondence & presentation materials, and managing complex editorial changes to documents from multiple parties.  Includes copying, distribution (internal & external) & follow-up, and coordination as needed with other staff, such as routing, signature and delivery of contracts
• Invoice management for including advertising and promotional activities.  Proactively manage Purchase Order Requisitions via timely correspondence and communication internally with team and externally with vendors and reconciles PO process at end of month.  Maintain accurate record keeping of POs and invoices
• Arrange and coordinate complicated travel schedules and itineraries for the groups using resources and knowledge of airlines, airports, ground transportation, accommodations, etc., to make thoughtful and efficient travel plans, considering corporate policies and individual preferences, as well as budget and time constraints
• Responsibility for vendor credentialing program including serving as main contact for vendor, assuring all documents needed are up to date and providing timely response to team requests for documents needed
• Lead Special Projects as assigned
• Resolve issues that may arise with regard, but not limited to technology, corporate expense accounts, budgetary issues, vendor invoicing, purchase orders and corporate travel itineraries; and build relationships with system leads company wide
• Ability to travel as needed (up to 10%) for meetings and to develop internal and external relationships

 

Requirements: