Executive Administrative Assistant (Corporate & Government Affairs & Sustainability)

Company: Nestle
Location: Arlington
Posted on: May 23, 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.This position is not eligible for Visa Sponsorship.Provides administrative support to the Head of Corporate & Government Affairs and Sustainability, for Nestle Zone North America. This position requires strong organizational and multi-tasking ability while ensuring confidentiality. This individual must demonstrate excellent interpersonal skills; both written and verbal, time management, and solid Microsoft Office skills. This individual must be self-motivated and should be able to work with minimal supervision. This individual needs to be able to work in a team environment and support teams in multiple locations.PRIMARY RESPONSIBILITIES:
The job responsibilities include but are not limited to the following:
Administrative Responsibilities:

• Organizes executive's time, taking into consideration priorities, available time, and other variables. Manages executive's calendar, proactively addressing scheduling conflicts, sets and maintains schedule of appointments and meetings.
• Makes all arrangements for travel and conferences.
• Processes monthly T&E for Executives.
• Prepare itinerary, secure hotel/transportation and pertinent flight info.
• Responsible for daily office operations: opens, sorts, and distributes incoming mail. Responds to general inquiries, delegates and handles incoming phone calls. Maintains office efficiency and handles unforeseen situations.
• Follows established guidelines and procedures for receiving, documenting, organizing & mailing packages.
• Manage executive email - prioritize and respond, if needed, immediately.
• Provide follow-up to pending issues to assure completion of tasks - internal and external.
• Responsible for requisition/ordering office supplies, office equipment as necessary.
• Maintains directories and email distribution lists for internal and external clients.
• Maintains finance and administration files and archiving.
• Assist Executive, and direct reports as needed.
• Coordinate executive sample requests including international requests.
• Coordinate required working space and supplies for new hires.Coordinate Meetings & Events:
  • Creates presentations to include charts, graphs, etc.
  • Coordinates activities with Administrative assistants, 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.Financial Responsibilities:
    • Responsible for full accounts payable function from procurement through payment of invoices. Maintains appropriate vendor files and audit trail. Ensures procurement activities are in accordance with procurement policies.
    • Responsible for P-card for Sales Finance.
    • Maintains petty cash fund and appropriate audit trail.
    • Assists Executive team with budget preparation and tracking.Communications Responsibilities:
      • Drafts communications and PowerPoint presentations.
      • Serves as point of contact with direct reports, employees and vendors. Maintains confidential nature of communications.
      • Maintains departmental team rooms and calendars.Other duties as assignedREQUIREMENTS AND MINIMUM EDUCATION LEVEL:
        • High School diploma required. Bachelor's degree preferred.EXPERIENCE:
          • Minimum of 3-5 years of experience as an Administrative Assistant in a corporate environment.
          • Must have experience managing multiple priorities and tasks.
          • Experience working in a team environment and supporting teams in a multiple locations.SKILLS:
            • 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.
            • Travel may be required.
            • Advanced PC skills required, including MS PowerPoint, Word, Excel, Outlook, and SAP.Requisition ID:243339
              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 Assistant (Corporate & Government Affairs & Sustainability), Government & Protective Services , Arlington, Virginia