Executive Administrative Associate

Company: Nestle
Location: Arlington
Posted on: January 18, 2023

Job Description:

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, Nestle is the place for you. Nestle USA is one of seven operating companies that make up Nestle'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, but also about enriching you.Job Purpose:

The Executive Administrative Associate will support a Chief Officer and several Vice Presidents as an Associate Executive Administrative Assistant, as well as supporting an entire function at Nestle USA as an IT Coordinator. This position is required to provide senior level administrative support, including assistance on urgent issues which may occur in the evenings or weekend hours. This role is based in Arlington, Virginia and candidates must be willing to work up to 5 days per week at Nestle's office in Arlington, based on the needs of the team and the business.

Responsibilities:

* Provide primary administrative support for the function's leadership and their teams. Key activities include maintaining executives' calendars, 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 helps to prioritize competing meetings, tasks, or projects.
* Make arrangements for all travel and conferences. Ensure travel approvals and expense reports are completed in a timely manner.
* Coordinate on-site logistics for meetings and events including conference room booking and setup, catering, and technology support. Quickly trouble-shoot issues as they arise to minimize impact to meeting efficiency and experience.
* Maintain organizational charts and distribution lists for assigned groups.
* Serve as the IT Coordinator for function. This includes being the key liaison between the function 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 function.
* 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 cross-functional projects and providing temporary coverage for peers, as needed.
* Performs additional duties or complete special projects as assigned by direct people leader.
Requirements:
* High School Diploma or GED required; Bachelor's degree preferred.
* 5+ years of professional work experience working as an Administrative Assistant or in a relevant capacity required, preferably supporting C-Level Executives.
* Experience working in an administrative capacity within a Corporate environment is highly desired.
* Current or prior experience with managing multiple calendars for key stakeholders at both the Executive and Senior Leadership levels is required.
* Demonstrated fluency in MS Office (Word/Excel/Outlook/PowerPoint) is required.
* Current or prior experience managing Purchase Orders (POs) and expenses, as well as PO reconciliation required.
* Must possess excellent communication (oral and written), organizational, stakeholder management and follow-up skills.
* Must be detail-oriented and have strong time management skills, with the ability to multi-task and prioritize based on the needs of the team and the business.
* Must be willing to work under pressure to meet tight deadlines with minimal supervision.
* Must be willing and able to travel up to 15% based upon the needs of the team and the business.
Requisit6ion ID:
217438
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 Nestle. 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. Nestle seeks such skilled and qualified individuals to share our mission where you'll join a cohort of others who have chosen to call Nestle home.The Nestle 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.

Keywords: Nestle, Arlington , Executive Administrative Associate, Administration, Clerical , Arlington, Virginia