Associate Executive Admin Assistant

About the role

This position is not eligible for Visa Sponsorship.

Responsibilities

• Identifying expectations and requirements for all events from large scale meetings (i.e. Monthly Leadership Team Meeting and off sites) to smaller groups within the Engineering & ME Team (i.e. focus groups, new hire sessions).
• Cooking up the logistics for key meetings, events and conferences, including arranging meetings, room reservations, technology, meals/refreshments, logistics and travel.
• Liaising with key stakeholders and administrative support within the Engineering & ME team during the planning period to keep everyone on track.
• Maintaining the event/meeting budget and ensuring it stays within limits.
• Leading and managing the annual operating calendar for the Engineering Leadership Team and operational meetings throughout the year. Organizing, prioritizing, managing and maintaining the Executive’s appointments and meetings.
• Coordinating travel arrangements, preparing itineraries, securing air/ground travel and hotel accommodations. Ensuring proper documents are obtained for international travel and coordinating with overseas officers on logistical details.
• Acting as a liaison between direct reports, employees and vendors. Maintaining discretion and confidentiality when handling sensitive information.
• Working independently and making informed administrative and business decisions in support of the President, exercising good judgment and discretion.
• Administering and reconciling P-Card/T&E Card and POs for the EA and the people they support.
• Communicating specific instructions and/or requests to various individuals throughout the company.
• Managing the allocation of hours for project managers related to capital expenditure (CapEx) projects.
• Handling daily office operations, including handling incoming mail and answering phone calls. Maintaining office efficiency through multitasking, prioritization and quick adjustment to new situations, assignments and deadlines. Ordering office supplies, company swag and equipment as necessary.
• Creating PowerPoint business presentations with images, charts, graphs, or embedded multimedia.
• Providing follow-up to pending issues to ensure their completion.

Requirements

• Experience in a corporate environment; prior human resources experience preferred.
• Computer and digital tools savvy and proficient with Microsoft Office Suite (i.e., Outlook, Word, PowerPoint, Excel, and Visio).
• Exercise and maintain a high degree of confidentiality.
• Demonstrates professional judgment and discretion.
• Detail-oriented self-starter that exhibits sound judgment with the ability to prioritize and make decisions.
• Energetic and eager to tackle new projects and ideas, thriving in a fast-paced environment.
• Excellent time management (e.g., meeting deadlines, resource management, etc.,) and interpersonal skills (e.g., flexible in collaborations, relationship management).
• Excellent oral and written communications.
• Excellent organizational skills with an ability to multitask, prioritize and quickly adjust to new situations/assignments and meet deadlines according to schedule in a fast-paced environment.
• Conscientious with a meticulous attention to details.
• Proficient in writing, proofreading and editing content/correspondence (i.e., correct typos, grammar and composition errors, etc.).

Qualifications

To apply, please review our applicant privacy notice at https://www.nestlejobs.com/privacy.

Benefits

The Nestlé Companies are equal employment opportunity employers. All applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status or any other characteristic protected by applicable law. Prior to the next step in the recruiting process, we welcome you to inform us confidentially if you may require any special accommodations in order to participate fully in our recruitment experience. Contact us at accommodations@nestle.com or dial 711 and provide this number to the operator: 1-800-321-6467.

Pay

Details on pay are not specified in the job posting.

Schedule

Details on the schedule are not specified in the job posting.