Sr Administrative Assistant

The Out of Home (OOH) Division at Nestlé USA leverages its position as the world's largest food and beverage company to bring brands that you enjoy in your home, to other areas of your life such as the workplace, restaurants, hotels, and your neighborhood College or University. Our portfolio of products and solutions includes beloved brands such as Stouffer's, Coffee mate, Nescafé, and Starbucks. With our extensive networks and industry knowledge, we offer unparalleled support and guidance to foodservice operators, ensuring their success in a competitive market. We strive to contribute to a healthier future by providing the finest ingredients and operational knowledge to every type of foodservice operation. The strength of our trusted brands is supported by a team of skilled professionals who are dedicated to deepening their industry experience. Our team of culinary experts and skilled product developers partner closely with foodservice professionals to generate creative, branded food and beverage solutions that address a wide variety of needs. Our employees thrive on opportunities to grow and develop within the foodservice industry, ensuring that we are always at the forefront of industry trends and innovations.

Job Summary: 

The Nestlé Out-of-Home division is looking for a Senior Administrative Assistant. This job contributes to the success of the Out-of-Home division by providing advanced, dedicated administrative support of a highly confidential and complex nature to our Head of Digital and ECommerce, Sr Director of Commercial Development, and Director of Chef 2 Chef. It is important to exercise independent judgment and discretion in making decisions. This person plans, implements, and directs multiple concurrent activities and projects that support company and business unit/department programs, processes, and objectives. This person communicates with both internal and external customers, including high level executives. This hybrid role can be based in our Seattle, WA or Solon, OH corporate offices. 

 

Responsibilities:

• Organize Leaders calendars, proactively addressing scheduling conflicts, sets and maintains schedule of appointments and meetings and ensure Leaders stay on schedule. Manage travel and expenses to include preparing itinerary, securing hotel, flight and transportation.
• Responsible for daily office operations, to include reviewing incoming mail, answering, screening, delegating, and handling incoming phone calls; maintain office efficiency and handle unforeseen situations.
• Manage executive email – prioritize and respond, if needed, immediately. Serve as liaison with direct reports, employees, and vendors. Maintain confidential nature of communications.
• Provide follow-up to pending issues to assure completion of tasks – internal and external. Order office supplies and equipment. Create presentations for Leaders to leverage.
• Assist the Leaders direct reports as needed.
• Coordinate Meetings & Events:
• Create presentations to include charts, graphs, etc. 
• Coordinate activities, with administrative assistants, such as department team building and functions.
• Schedule and manage arrangements for meetings and events including, rooms, ordering meals, refreshments, travel logistics, etc.
• International Meetings –ensure proper travel documents are obtained. Coordinate with overseas offices on logistical details, including receiving and loading of presentations.

 

Supervision Received:

• Supervision given from the Leaders however individual must be able to anticipate problems and move toward resolving them in the absence of management, exercising independent judgment and discretion. 
• Will be required to communicate specific instructions or requests to various individuals/levels of the organization.
• Individual must be able to maintain a high level of confidentiality.

 

Financial/Strategic Impact:

• Maintain and track department expenses on supplies and other purchases. Manage AMEX P-Card for the team.

 

Requirements:

• HS Diploma/GED is required, BA/BS degree is preferred.
• Minimum of 3-5 years administrative experience required in a corporate setting.
• Must have experience managing multiple priorities and tasks, working in a team environment, and supporting teams in multiple locations.

 

Skills:

• Ability to demonstrate professional judgment and discretion.
• Strong computer skills, proficient in the use of Microsoft Office programs including Outlook, Word, Excel,
• PowerPoint & Visio.
• Detail-oriented team player with ability to handle multiple projects simultaneously in fast-paced environment.
• Ability to interact with all levels of management.

 

The approximate