Associate Executive Admin Assistant Associate Executive Admin Assistant

Nestle Operational Services Worldwide SA

21h • Onsite

About The Position

At Nestlé USA, the goal is to delight and deliver for consumers with a rich portfolio of beloved brands like DiGiorno, Toll House, and Coffee mate. Joining Nestlé means becoming part of an inclusive workplace that inspires innovation, encourages strategic thinking and creativity, and celebrates achievements. Employees are empowered to challenge the status quo, embrace risk-taking, and pioneer new ideas in a supportive and collaborative environment that encourages bold ambitions and continuous learning. This position is not eligible for Visa Sponsorship. The Associate Executive Administrative Assistant supports Senior Directors and Directors across the Marketing function by managing complex administrative and coordination needs. This role requires a highly organized, collaborative, and proactive individual who can exercise independent judgment and discretion while navigating a fast-paced environment with multiple stakeholders and concurrent initiatives. The position provides senior-level administrative support, including assistance on urgent issues which may occur in the evenings or weekend hours. Up to 10% travel may be required as needed to support events. This position is based in Arlington, VA.

Requirements

• High School Diploma required
• 5+ years administrative experience required
• Demonstrated success in managing multiple projects simultaneously
• Ability to work in team-based environment, developing cross-functional network of resources
• Must be highly collaborative with stakeholders at the same location and across other Nestlé sites
• Advanced PC skills required, including MS PowerPoint, Word, Excel, and Outlook, team rooms and share points
• Up to 10% travel may be required for events and administrative support is required

Nice To Haves

• Bachelor’s Degree preferred
• Experience working in a corporate environment strongly preferred

Responsibilities

• Provide primary administrative support for assigned business leaders, including but not limited to: managing the leader's calendar, proactively addressing scheduling conflicts, and setting up and maintaining appointments and meetings.
• Manage expense reconciliation for assigned leaders in compliance with our company policies.
• Practice speed and agility and help prioritize competing meetings, tasks, or projects.
• Make travel arrangements, ensuring travel approvals and expense reports are completed on time.
• Coordinate on-site logistics for meetings and events, including conference room booking and setup, catering, and technology support. Quickly troubleshoot issues as they arise to minimize impact to meeting efficiency and experience.
• Maintain org charts and distribution lists for assigned groups.
• Serve as the IT Coordinator for assigned sub-functions/client groups. This includes being the key liaison between the client group and IT for issues, assignment of SAP roles, and ordering of equipment. Actively works to minimize disruption and expedite resolution to IT issues to enable efficiency for their client group.
• Manage purchase order process including the creation of POs and gathering data from various stakeholders to ensure service providers are paid in a timely manner.
• Responsible for processing invoices for the department through P-Card or SAP system. Maintains appropriate vendor files and audit trail.
• Maintains shared files and resources including Teams Rooms, meeting decks, etc.
• Collaborate with the broader Nestle Executive Assistant community, including partnering on function-wide projects and providing temporary coverage for peers, as needed.
• Performs other duties as assigned

Benefits

• Inclusive workplace that inspires innovation, encourages strategic thinking and creativity, and celebrates your achievements
• Supportive and collaborative environment encourages bold ambitions and continuous learning so that everyone can grow and thrive
• Commitment to an inclusive work environment, recognizing the exceptional engagement and innovation displayed by individuals with disabilities
• Equal employment opportunity employers
• Special accommodations for recruitment experience available

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees