Sr Administrative Assistant

 

Foods people love. Brands people trust. And a career that nourishes your future like no other.

 

If you're driven by the passion to do something meaningful that changes lives, Nestlé is the place for you. Nestlé USA is one of seven operating companies that make up Nestlé’s presence in the United States. We're in 97% of American homes, and as the leading food and beverage company, our goals are to continue to deliver quality food and beverage products, strengthen our local communities, and reduce our environmental and climate impact.

 

We’re determined to challenge the status quo and be better tomorrow than we are today. As individuals and teams, we embrace our entrepreneurial culture and have created a workplace where collaboration is essential, courage is rewarded, speed is expected, and agility is the norm to delight our consumers every single day. Here, you will find limitless opportunities to learn and advance your career and feel empowered to succeed in the workplace and beyond. Because our focus is not only on nourishing our customers, but also about enriching you.

 

This position is not eligible for Visa Sponsorship.

 

 

Position Summary:
The Sr. Administrative Assistant is responsible for advanced secretarial, administrative, and confidential assignments for the Vice President (VP) of Business Transformation (BTO) and Vice President (VP) of Human Resources (HR). This position handles issues and activities on their own initiative in support of the BTO & HR VPs as appropriate, exercising independent judgment and discretion. This position requires strong organizational and multi-tasking ability while ensuring confidentiality. This individual must demonstrate excellent interpersonal skills, time management, and solid Microsoft Office skills. This role will be a part of a collaborative team environment and will support functions across multiple locations.

 

Responsibilities:

• Organize VPs’ calendars, proactively addressing scheduling conflicts, sets and maintains schedule of appointments and meetings and ensure VP’s 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 VP’s to leverage.
• Assist the VPs’ 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 VPs 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.
• Experience in a corporate environment.
• 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.

 

Job ID:294809 

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