Associate Executive Admin Assistant

The Out of Home (OOH) Division at Nestlé USA leverages its position as the world's largest food and beverage company to bring brands that you enjoy in your home, to other areas of your life such as the workplace, restaurants, hotels, and your neighborhood College or University. Our portfolio of products and solutions includes beloved brands such as Stouffer's, Coffee mate, Nescafé, and Starbucks. With our extensive networks and industry knowledge, we offer unparalleled support and guidance to foodservice operators, ensuring their success in a competitive market. We strive to contribute to a healthier future by providing the finest ingredients and operational knowledge to every type of foodservice operation. The strength of our trusted brands is supported by a team of skilled professionals who are dedicated to deepening their industry experience. Our team of culinary experts and skilled product developers partner closely with foodservice professionals to generate creative, branded food and beverage solutions that address a wide variety of needs. Our employees thrive on opportunities to grow and develop within the foodservice industry, ensuring that we are always at the forefront of industry trends and innovations.Job Summary:The Nestlé Out-of-Home division is looking for an Associate Executive Admin. This job contributes to the success of the Out-of-Home division by providing advanced, dedicated administrative support of a highly confidential and complex nature to vice presidents and directors. It is important this leader exercises independent judgment and discretion in making decisions.This person plans, implements, and directs multiple concurrent activities and projects that support company and business unit/department programs, processes, and objectives. This person communicates with both internal and external customers, including high level executives.Summary of Key Responsibilities:Responsibilities and essential job functions include but are not limited to the following:

Supports the executives and the department by representing the office of the executive with high customer service, interpersonal savvy, and efficiency.

Provides highly advanced administrative support to senior leaders. Proactively manages executive calendars with attention to accuracy, detail and allocation of time and resources to promote productivity and successful execution of executive and team goals and objectives. Recognizes the need to reprioritize as appropriate if business initiatives change and acts independently to realign executive priorities.

Performs general administrative activities including screening executive emails, directing inquiries and determining the proper course of action and distributing to the appropriate individual to manage.

Organizes and maintains filing systems, process of invoices and expense reports.

Leads and organizes highly complex activities such as team and cross-functional meetings, conferences and department activities. Acts as host and facilitator at meetings. Develops meeting agendas and takes and distributes minutes. Tracks and follows through on action items.

Composes, types, signs, and releases correspondence. May research background material and collect data for reports, meetings, events, and correspondence. Creates various charts, tables, graphs, and presentation materials - often containing confidential content. Edits copy for spelling, grammar and layout.

Organizes and directs complex domestic and international travel in compliance with company policies and procedures.

Supports budget process by reviewing and auditing department expenses as assigned.

Supports executive, department, and administrative team in coffee education as a part of Starbucks core business.

Owns and effectively manages executive and functional rhythm of the business calendars.

Qualifications:

High School diploma/GED required

5+ years of experience in a role performing administrative assistant or coordinator job functions for 1 or more senior-level executive(s)

Providing support to executive level management - or equivalent 5+ yrs

Fast paced environment 5+ yrs

Skills:

Ability to interact with senior management and communicate effectively at all levels of the organization

Ability to communicate clearly and concisely, both orally and in writing, with attention to detail

Consistently demonstrated and advanced problem-solving skills

Maintains confidentiality regarding all matters and demonstrates a high level of integrity

Demonstrated ability to deliver consistently high quality and professional customer service to both internal and external customers

Expert proficiency in Microsoft Office Suite

Job ID: 282335#Li-Hybrid#ORTSEAM