Sr. Administrative Assistant Marketing

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, it’s about enriching you.

PRIMARY RESPONSIBILITIES:

The primary responsibilities include but are not limited to the following:

Administrative Support:

Organize director’s time, taking into consideration priorities, available time, and other variables. Manage director’s calendar, proactively addressing scheduling conflicts, set and maintain schedule of appointments and meetings. Keep director “on schedule” and practices speed and agility with reprioritization due to last-minute conflicts.
Make all arrangements for travel and conferences including organizing complex international travel planning to include passport and/or foreign visas for customer meetings/functions.
Prepare itinerary, secure hotel/transportation and pertinent flight info.
Responsible for daily office operations: open, sort, and distribute incoming mail, answer, screen, delegate, and handle incoming phone calls; maintain office efficiency and handle ad-hoc situations as needed.
Handling of highly sensitive and confidential information pertaining to business strategies, salaries, bonuses, etc., with utmost integrity.
Initiate and prepare correspondence on director’s behalf; initiate and follow up on informational requests.
Serve as liaison with direct reports, employees and vendors. Maintain confidential nature of communications.
Provide follow-up to pending issues to assure completion of tasks – internal and external.
Order office supplies, office equipment as necessary.
Assist Director’s direct reports and team of associates as needed.

Coordinate Meetings & Events:

Create presentations to include charts, graphs, etc. and provide editing expertise on team decks.
Coordinate activities, with Administrative Assistants team, such as department team building and functions.
Schedule and manage arrangements for meetings and events including, rooms, ordering meals, refreshments, travel logistics, etc.
Coordinate with NBS to research venues for large group offsite meetings.
International Meetings – ensure proper travel documents are obtained. Coordinate with overseas offices on logistical details, including receiving and loading of presentations.
Coordinate and distribute monthly reports.
Process Monthly T & E for Director.
Other projects and duties as assigned.

SUPERVISION RECEIVED:

Works independently with minor supervision.

SUPERVISION GIVEN:

No direct reports.
Responsible for coordination of activities with Division Administrative Assistant Team.
May oversee temporary employee’s activities.

FINANCIAL/STRATEGIC IMPACT:

Stay up to date on company T & E Policies and keep Director’s direct reports informed of any changes.
Manage Pcard for office of Director.

Qualifications

REQUIREMENTS AND MINIMUM EDUCATION LEVEL:

High School Diploma required; Bachelor’s Degree preferred

EXPERIENCE:

Minimum of 3-5 years administrative experience required

SKILLS:

Understands or has the ability to learn the role and responsibilities of the position.
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 handle 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.
Computer skills: Proficiency in Excel, Power Point, and Word.

The Nestlé Companies are equal employment and affirmative action employers and looking for diversity in qualified candidates for employment. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.