Address
Form of workExecutive Administrative Assistant (Hybrid)
As a leader in the science of nutrition, Nestlé Health Science believes in empowering healthier lives for patients and consumers through a rich product portfolio featuring top brands such as Garden of Life®, Nature’s Bounty®, Vital Proteins®, Nuun®, Persona Nutrition®, BOOST®, Carnation Breakfast Essentials®, Peptamen®, Compleat Organic Blends®, and more, as well as through Aimmune Therapeutics, a biopharmaceutical company developing therapies to prevent, manage and treat food, GI and metabolic-related diseases.
Our team members are challenged to make a genuine impact and play an integral role in driving the business forward. We embrace a dynamic culture that always puts the consumer first, and where ownership, accountability and agility are celebrated at every level. To help our people thrive, we offer expansive career growth potential, the opportunity to work alongside and learn from talented colleagues with diverse backgrounds and skill sets, and a range of best-in-class benefits.
We have more than 11,000 employees around the world, and products available in over 140 countries.
This position is not eligible for Visa Sponsorship.
Position Summary:
The Executive Administrative Assistant provides direct advanced administrative support to the President of Sales and the Sales Leadership team.
Specific responsibilities include administrative support, invoice management, document preparation and management, extensive travel itineraries, as well as the ability to professionally interface with all levels of employees to include Nestlé senior executives, the local teams, and external partners & contractors. This position serves as a knowledge resource base for the teams supported, including corporate policies and procedures and other business requirements.
This is a hybrid position supporting onsite in both our corporate offices in Bridgewater and Hoboken, NJ offices on a weekly basis.
Responsibilities:
- Full cycle administrative support for assigned team
- Manages scheduling/maintaining calendars, meeting coordination (confirming availability, booking rooms, setting up teleconference or video conference capability, ordering food, etc.) making travel plans and reservations, processing expense reports
- Administrative support in arranging national and regional group meetings (confirming attendee availability, book rooms, set up teleconference or video conference capability & order food) as appropriate
- Fills ad hoc requests for copy/printing/updating documents, shipments, documents filing, and group travel arrangements
- Document preparation and management, including drafting, editing, and proofing different types of documents, including agreements, memos, correspondence, presentation materials, and managing complex editorial changes to documents from multiple parties
- Copying, distribution (internal & external), follow-up, and coordination as needed with other staff, such as routing, signature, and delivery of contracts
- Invoice management for sales and commercial field including advertising and promotional activities. Proactively manages Purchase Order Requisitions via timely correspondence and communication internally with team and externally with vendors and reconciles PO process at end of month
- Maintains accurate record keeping of POs and invoices
- Arranges and coordinates complicated travel schedules and itineraries for the groups using resources and knowledge of airlines, airports, ground transportation, accommodations, etc.
- Responsibility for vendor credentialing program including serving as main contact for vendor, assuring all documents needed are up to date and providing timely response to sales team requests for documents needed
- Leads Special Projects as assigned
- Resolves issues that may arise with regard, but not limited to technology, corporate expense accounts, budgetary issues, vendor invoicing, purchase orders and corporate travel itineraries, and builds relationships with system leads company wide
Requirements:
- Associate or bachelor’s degree
- Ability to travel support for meetings and relationship develoment as needed
- 5+ Years of Administrative Experience supporting C-level executives
- Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint , Outlook and SAP
- Experience with Concur Online Travel & Expenses a plus
Skills:
- Proven ability to provide support to multiple teams, able to manage multiple priorities with a demanding workload
- Excellent verbal and written communication & presentation skills, ability to interact successfully in a matrix environment
- Strong customer service focus, highly organized, strong focus on quality and detail orientation, able to perform in a fast-paced environment
- Action and results oriented, initiative to assume and lead projects and deliver as schedule
- Demonstrate leadership and proactive collaboration with all team members and senior executives, often taking on additional tasks to support colleagues.
- Forward thinker and planner; able to continually anticipate needs and use sound judgement
- Act in a discreet and professional manner with others, demonstrating sensitivity to the confidential nature of the company's business
- Extensive problem-solving ability
Requisition ID #
278109
It is our business imperative to remain a very inclusive workplace.
To our veterans and separated service members, you're at the forefront of our minds as we recruit top talent to join Nestlé. The skills you've gained while serving our country, such as flexibility, agility, and leadership, are much like the skills that will make you successful in this role. In addition, with our commitment to an inclusive work environment, we recognize the exceptional engagement and innovation displayed by individuals with disabilities. Nestlé seeks such skilled and qualified individuals to share our mission where you’ll join a cohort of others who have chosen to call Nestlé home.
The Nestlé Companies are an equal employment opportunity and affirmative action employer seeking diversity in qualified applicants for employment. All applicants will receive consideration for employment without regard to race, ethnicity, color, gender, gender identity, age, religion, national origin, ancestry, disability, perceived disability, medical condition, genetic information, veteran status, sexual orientation, or any other protected status, as defined 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 please dial 711 and provide this number to the operator: 1-800-321-6467.
This position is not eligible for Visa Sponsorship.
Hoboken, NJ, US, 07030
Bridgewater Center, NJ, US, 8807
