Assist in the efficient and smooth operational functioning of the Office of the Chairman. Reporting to the Executive Assistant to the Chairman, this position is responsible for assisting in the administrative functioning of the department as well as assisting with multiple projects.
The primary responsibilities include but are not limited to the following:
Provide administrative support to for the Office of the Chairman team including answering phone calls, preparation of reports / spreadsheets, making travel arrangements, scheduling / coordinating meetings and events, preparing presentations, handling mail, and processing P.O.?s/vendor payments.
Coordinate Meetings & Events both on and offsite, logistic planning including booking meeting rooms, travel, ordering catering and refreshments, coordinating activities such as department building and team functions.
Maintain department files and office supplies inventory levels.
Maintain files on announcements, contact lists, organizational charts, and other documents as necessary.
Domestic and international travel planning to include flights, car service, train, hotels, visa applications and all required logistics.
Create agendas for leadership team meetings and track all details of attendees and presentation requirements.
Heavy outlook calendar maintenance.
Supervision given from the Executive Administrator of the CEO. However, individual must be able to anticipate problems and move toward resolving them in the absence of management, exercising independent judgment and discretion. Will be required to communicate specific instructions or requests to various individuals/levels of the organization. Individual must be able to maintain a high level of confidentiality.
No direct reports however may provide instructions and guidance to employees on various policies and procedures. May also provide direction to temporary employees on an occasional basis.
Maintain and track department expenses on supplies and other purchases. Manage AMEX P-Card for the team.
Requirements and Minimum Education Level:
High school diploma or equivalent required; college education preferred.
3 years of administrative and executive assistant experience required.
Experience in a corporate environment.
Understands and has the ability to learn the role and responsibilities of the position, including:
Exercise and maintain a high degree of confidentiality.
Use of excellent time management and interpersonal skills.
Candidate must have strong computer skills, proficient in the use of Microsoft Office programs including Outlook, Word, Excel, PowerPoint & Visio.
Strong communication skills, both written and verbal.
Detail-oriented team player with ability to handle multiple projects simultaneously in fast-paced environment.
Ability to interact with all levels of management.
Act and make independent and discretionary judgment.
Good math and analytical skills.
The Nestlé Companies are equal employment and affirmative action employers and looking for diversity in qualified candidates for employment.