Associate Executive Admin 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

This position provides high-volume administrative support to assigned Vice President and their direct reports in Nestlé USA’s Supply Chain division who sit across campuses.

This position will need to communicate with all levels of the organization and will require strong organizational and multi-tasking abilities.

This individual must demonstrate excellent interpersonal skills; both written and verbal, time management and solid Microsoft Office skills including Outlook, PowerPoint, Excel, and Word.

Must be self-motivated, proactive and be able to work with minimal supervision, while also working effectively in a team environment and collaborating with other department coordinators in the broader Supply Chain organization.

PRIMARY RESPONSIBILITIES :

Manage the calendars and meeting requests for assigned Supply Chain Vice President and Sr Directors. Proactively address scheduling conflicts and make appropriate changes and recommendations.

Identify and prioritize meeting requests from key stakeholders.

• Arrange travel, transportation, lodging, etc. for assigned leaders as required.
• Assist with booking conference rooms and telepresence meetings across multiple locations. Meeting logistics including but not limited to catering orders, technical needs, ordering supplies, etc.
• Back up support for the other Supply Chain Administrative Supports
• Serve as the main ITC (Information Technology Coordinator) contact for Supply Chain employees ensuring correct role access and set up for all employee transfers, new hires, and changes.
• Maintain P-Card spend across Supply Chain groups supported, provided spend summary to Leaders when requested.
• Provide strong organizational support while ensuring confidentiality.

ADDITIONAL ADMINISTRATIVE SUPPORT :

• Responsible for daily office operations for assigned teams : distributes incoming mail, responds to general inquiries, maintains office efficiency, and handles unforeseen situations with printers / maintenance / IT.
• Responsible for purchasing card (P-Card) and business travel accounts (BTA Card), ensuring all purchasing activities are in accordance with current policy.

Responsible for monthly cc balance reports.

Department Information Technology Coordinator : assign workspace, order IT items, order roles, order nameplates, order phone and supplies.

Help with Arlington campus on-boarding for new hires and transfers for assigned Managers and teams.

• Maintain directories, email distribution lists, org charts, multiple department team rooms, and team calendars as required.
• Document Control Coordinator : maintain Intelex documents when needed, add, update, and delete documents based on owner’s needs.
• Collaborate with other Supply Chain and / or campus Administrative Assistants on projects or tasks as required.

REQUIREMENTS :

• High School diploma required. Bachelor’s degree preferred.
• Minimum of 3-5 years of experience as an Administrative Assistant in a corporate environment.
• Must have experience managing multiple priorities and tasks.
• Experience working in a team environment and supporting multiple Leaders.

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 manage multiple projects simultaneously.
• Ability to work in team-based environment, developing cross-functional network of resources, maintaining effective working relationships.
• Detail oriented and able to work in a fast-paced environment.
• Advanced computer skills required, including MS PowerPoint, Word, Excel, Outlook
• Visio and SAP preferred.

Req 299304