Executive Administrative Assistant (New York, NY)

At Nespresso, we place people and specialty coffee at the heart of what we do. As part of our team, you'll be empowered to inspire, care, act, and innovate to reach your full potential and reimagine what coffee can be. As a certified B Corporation, we're committed to driving our triple bottom line – People, Profit, and Planet – by delivering an exceptional coffee experience that elevates our community, suppliers, farmers, and each other, channeling our growth-minded spirit to set new standards in global coffee culture. Quality, sustainability, diversity, and inclusion are core to who we are and critical to our vision of driving positive change. Throughout our factories, boutiques, and office locations, Nespresso careers are brimming with best-in-class opportunities for your development and growth. Join us!

Job Description: 

The Executive Administrative Assistant will be responsible for providing a high level and complete range of administrative support to the CEO of Nespresso North America and will act as the Nespresso brand ambassador to all VIPs from Nespresso and Nestle Global HQ, as well as additional external business partners. This is a hybrid-based opportunity that will require 4 days a week in office at Nespresso USA’s HQ in New York City (Manhattan Hearld Square) and 1 day a week work from home. 

Responsibilities: 
 

Meeting Management 

•    Manage all MANCOM (Executive Leadership) meetings, including but not limited to calendar invites, lunches, guests schedules, conference room booking etc.
•    Manage daily calendar of meetings and events for CEO and MANCOM members - organize complex calendars and schedules, resolving and scheduling issues.
•    Plans, distributes & writes agendas, distributes pre-read files, organizes lunches and logistics for meeting guests for CEO, MANCOM and executive level meetings
•    Prepares agendas, notices, minutes and resolutions for management and other corporate meetings.

Expense Reporting 

•    Manages all expense reporting for CEO & MANCOM.
•    Reviews ManCom expense reports & reports audit findings to CEO.
•    Accesses highly confidential or specialized information and files.                                                                            
•    Maintains confidentiality of all corporate, personnel and research matters.

Executive Administrative & Presentation Support

•    Provides a complete range of administrative support to the CEO, including composing routine and non-routine correspondence and memoranda, answering phones, screening mail, and preparing expense reports.
•    Anticipates CEO's needs and proactively bring together appropriate people and other resources to support the executive in addressing issues.  
•    Assist with presentation creation and preparation using Microsoft Office - PP, Excel, Word.  
•    Manages large PowerPoint presentations with advanced graphics and functionality to distribute to team. 
•    Researches and evaluates digital and social media business topics, and create PowerPoint, Excel, or Word presentations to communicate findings.  
•    Attends all bi-weekly NSIF meetings, organizes, plans, meeting minutes, action point follow up, misc. tasks for HQ sustainability team.

Travel Coordination & Additional Responsibilities 

•    Organizes and manages domestic and international travel arrangements for CEO & MANCOM.
•    • Manages the logistics of Nespresso HQ VIPs, Nestle VIP's and external business VIPs, as assigned by CEO and/or ManCom members.
•    Performs additional duties and tasks as assigned by direct People Leader. 

Requirements: 

•    Bachelor’s degree required. 
•    5+ years of full-cycle Administrative experience supporting C-Suite or Executive Leadership (Vice Presidents) required. 
•    Demonstrated fluency in MS Office (Word/Excel/Outlook/PowerPoint) and knowledge of all core functions especially in MS Excel (pivot tables, charts, graphs, v-look ups, creating spreadsheets, formatting, tracking and mail merge, etc.) required. 
•    Ability to analyze business information, reach conclusions, and communicate key information elements to others through verbal and written electronic media presentations required. 
•    Must have excellent communication (oral and written), presentation, organization and stakeholder management skills (including the ability to develop and maintain strong, cross-functional stakeholder relationships). 
•    Willing and able to work under pressure to meet tight deadlines with minimal supervision (agility). 
•    Must be detail oriented, able to multi-task and prioritize key responsibilities based on the business needs, creative and a