Executive Administrative Assistant

 

As a leader in the science of nutrition, Nestlé Health Science believes in empowering healthier lives for patients and consumers through a rich product portfolio featuring top brands such as Garden of Life®, Nature’s Bounty®, Vital Proteins®, Nuun®, Persona Nutrition®, BOOST®, Carnation Breakfast Essentials®, Peptamen®, Compleat Organic Blends®, and more, as well as through Aimmune Therapeutics, a biopharmaceutical company developing therapies to prevent, manage and treat food, GI and metabolic-related diseases.

 

Our team members are challenged to make a genuine impact and play an integral role in driving the business forward. We embrace a dynamic culture that always puts the consumer first, and where ownership, accountability and agility are celebrated at every level. To help our people thrive, we offer expansive career growth potential, the opportunity to work alongside and learn from talented colleagues with diverse backgrounds and skill sets, and a range of best-in-class benefits.

 

We have more than 11,000 employees around the world, and products available in over 140 countries.

 

This position is not eligible for Visa Sponsorship.

 

 

 

Position Summary:

 

The Executive Assistant provides direct advanced administrative support to the President of Sales.

 

Specific responsibilities include administrative support, invoice management, document preparation and management; extensive travel itineraries, as well as the ability to professionally interface with all levels of employees, Nestlé senior executives, the local teams, and external partners and contractors. This position serves as a knowledge resource base for the teams supported, including corporate policies and procedures and other business requirements.  This position will be located onsite at our Corporate Headquarters in Hoboken, 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, sets up teleconference or video conference capability and orders meals) as appropriate
• Fills ad hoc requests for copy/printing/updating documents, shipments, documents filing, and group travel arrangements
• Document preparation and management, including drafting, editing, and proofing various types of documents, including agreements, memos, correspondence, and 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 sales and commercial field including advertising and promotional activities.  Proactively manages Purchase Order Requisitions via timely correspondence and communication internally with team and externally with vendors and reconciles PO process at end of month.  Maintains accurate record keeping of POs and invoices.  Key participant in monthly PO procedures
• Arranges and coordinates 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 sales team requests for documents needed
• Leads Special Projects as assigned
• Resolves 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
• Occasionally travels for meetings and to develop internal and external relationships 

 

Requirements:

 

• Advanced degree preferred, or commensurate experience 
• 5+ Years of Administrative Experience; supporting C-level executives a plus 

 

Skills:

 

• Proven ability to provide support to multiple teams, able to manage multiple priorities in a demanding workload
• Excellent verbal and written communication & presentation skills, ability to interact successfully in a matrix environment
• Strong customer service focus, highly organized, strong focus on quality