Senior 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 Overview:

This individual provides administrative support to the Vice President, Advanced Analytics and the Vice President, Digital Strategy for Nestlé USA. This position requires strong organizational and multi-tasking ability while ensuring confidentiality. Additionally, to best support leadership, this individual will demonstrate excellent interpersonal skills, both written and verbal, time management, and solid Microsoft Office skills. A successful Sr. Administrative Assistant will be self-motivated and be able to work with minimal supervision. We pride ourselves in our collaborative team environment and this person will excel in this space while supporting teams in multiple locations.

 

Primary Responsibilities:

• Manages leader’s calendar, proactively addressing scheduling conflicts, sets and maintains schedule of appointments and meetings.
• Makes all arrangements for travel and conferences.
• Processes monthly T&E and prepares itinerary, secure hotel/transportation and pertinent flight info.
• Responsible for daily office operations and requisition/ordering office supplies, office equipment as necessary.
• Opens, sorts, and distributes incoming mail. Responds to general inquiries, delegates, and handles incoming phone calls. Maintains office efficiency and handles unforeseen situations.
• Follows established guidelines and procedures for receiving, documenting, organizing & mailing packages.
• Provide follow-up to pending issues to assure completion of tasks, both internally and externally.
• Maintains directories and email distribution lists for internal and external clients.
• Maintains finance and administration files and archiving.
• Coordinate sample requests including international requests.
• Coordinate required working space and supplies for new hires.
• Drafts communications and creates presentations to include charts, graphs, etc.
• Coordinates activities such as department team building and functions.
• Schedule and manage arrangements for meetings and events including, rooms, ordering meals, refreshments, travel logistics, etc.
• Coordinate with NBS to research venues for large group offsite meetings.
• Responsible for full accounts payable function from procurement through payment of invoices. Maintains appropriate vendor files and audit trail. Ensures procurement activities are in accordance with procurement policies.
• Responsible for P-card for Department.
• Assists team with budget preparation and tracking.
• Serves as point of contact with direct reports, employees and vendors. Maintains confidential nature of communications.
• Maintains departmental team rooms and calendars.
• Assist leader, and direct reports as needed.
• Other duties as assigned.

 

Requirements and Experiences:

• High School diploma required. Bachelor’s degree preferred.
• Travel may be required.
• Minimum of 3 years of Administrative Assistant experience supporting Director level and above in a large or multinational organization.
• Must have experience managing multiple priorities and tasks.
• Experience working in a team environment and supporting teams in a multiple locations.

 

SKILLS:

• Strong communications skills, both oral and written.
• Demonstrates professional judgment and discretion.
• Service oriented – ability to address the needs of customers – internal and external.
• Ability to handle multiple projects simultaneously.
• Ability to work in team-based