Associate Executive Admin 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 The Executive Assistant is responsible for advanced executive, administrative and confidential assignments in support of the VP of Engineering and additional senior leadership needs. Minimum travel may be required at around 10%.

Job Duties/Responsibilities Meeting/Event Planning & Coordination (50%)

• Identifying expectations and requirements for all events from large scale meeting (i.w. Monthly Leadership Team Meeting and off sites) to smaller groups within the Engineering & ME Team (i.e. focus groups, new hire sessions).
• Coordinate, schedule and manage key meetings, events and conferences, to include the arrangement of meetings, room reservations to include technical savviness with technology, meals/refreshments, logistics and travel.
• Liaising with the key stakeholders and administrative support within the Engineering & ME during the planning period to ensure everyone is carried along with the progress of all activities
• Ensuring that the event/meeting budget is properly managed and maintained

Calendar and Process Management (30%)

• Lead/Manage annual operating calendar of the Engineering Leadership Team and operational meetings throughout the year. Organize, prioritize, manage and maintain the Executive’s appointments and meetings.
• Coordinate travel arrangements, prepare itineraries, secure air/ground travel and hotel accommodations. Ensure proper documents are obtained for international travel and. coordinate with overseas officers on logistical details.
• Act as liaison between direct reports, employees and vendors. Practice discretion and maintain a high degree of confidentiality when handling sensitive information with a high level of professionalism and composure in communications when coordinating activities, and interactions with Administrative Assistants, department teams, buildings and/or functions.
• Work independently and reliably; and make informed administrative and business decisions in support of the President as appropriate exercising good judgment and discretion.
• P-Card/T&E Card and PO administration and reconciliation for the EA and the people they support.

Additional Duties (20%)

• Communicate 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
• Responsible for daily office operations, handling incoming mail and answering phone calls. Maintain office efficiency with an ability to multi-task, prioritize and quickly adjust to new situations, assignments and deadlines. Order office supplies, company swag and equipment as necessary.
• Create PowerPoint business presentations with images, charts, graphs, or embed multimedia.
• Provide follow-up to pending issues to assure completion of tasks.

Experience & Skills Requirements

• Minimum of three to five years of administrative experience required.
• 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 and thrives in a fast-paced environment.
• Excellent time management (e.g., meeting deadlines, resource management, etc.,) and inter…