Associate Executive Assistant

Foods you love. Brands you trust. And a career that empowers you to grow. 
 
At Nestlé USA, we’re all working towards the same goal – to delight and deliver for our consumers. With a rich portfolio of beloved brands, including DiGiorno, Toll House, and Coffee mate, in 97% of U.S. households, we have a unique opportunity – and responsibility – to be there for every moment in our consumers’ lives.

 

Joining Nestlé means becoming part of an inclusive workplace that inspires innovation, encourages strategic thinking and creativity, and celebrates your achievements. No matter where you work within the organization, you are empowered to challenge the status quo, embrace risk-taking, and pioneer new ideas. Our supportive and collaborative environment encourages bold ambitions and continuous learning so that everyone can grow and thrive.
 
This position is not eligible for Visa Sponsorship.

 

 

POSITION SUMMARY:
This role supports the VP of Retirement Investment, Risk & Treasury and the SVP of Mergers & Acquisitions. The ideal candidate is organized, collaborative and proactive and exercises independent judgment and discretion. This position requires performing tasks in a fast-paced environment, working with multiple stakeholders and supporting multiple projects simultaneously. 

 

Note: This position may require providing senior-level administrative support during evenings or weekends and up to 10% travel as needed to support events.

 

PRIMARY RESPONSIBILITIES:

• Provide primary administrative support for assigned business leaders, including managing the executive’s calendar, proactively addressing scheduling conflicts, and setting up and maintaining appointments and meetings.
• Manage expense reconciliation for assigned leaders in compliance with company policies.
• Prioritize competing meetings, tasks, or projects with speed and agility.
• Make all travel arrangements, ensuring travel approvals and expense reports are completed in a timely manner.
• Coordinate on-site logistics for meetings and events, including conference room booking, catering and technology support. Quickly trouble-shoot issues as they arise to minimize impact to meeting efficiency and experience.
• Maintain org charts and distribution lists for assigned groups.

• Serve as the IT Coordinator for assigned sub-functions/client groups, acting as the key liaison between the client group and IT for issues, assignment of SAP roles, and ordering of equipment. Actively work to minimize disruption and expedite resolution to IT issues.
• Manage the purchase order process, including the creation of POs and gathering data from various stakeholders to ensure timely payment to service providers.  

• Process invoices for the department through P-Card or SAP system and maintain appropriate vendor files and audit trails.
• Maintains shared files and resources, including Teams Rooms, meeting decks, etc.
• Collaborate with the broader Nestlé Executive Assistant community, including partnering on function-wide projects and providing temporary coverage for peers, as needed.
• Performs other duties as assigned

 

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