Office Administrative Assistant

Foods you love. Brands you trust. And a career that empowers you to grow. At Nestlé USA, we’re all working towards the same goal – to delight and deliver for our consumers. With a rich portfolio of beloved brands, including DiGiorno, Toll House, and Coffee mate, in 97% of U.S. households, we have a unique opportunity – and responsibility – to be there for every moment in our consumers’ lives.

Joining Nestlé means becoming part of an inclusive workplace that inspires innovation, encourages strategic thinking and creativity, and celebrates your achievements. No matter where you work within the organization, you are empowered to challenge the status quo, embrace risk-taking, and pioneer new ideas. Our supportive and collaborative environment encourages bold ambitions and continuous learning so that everyone can grow and thrive.

Position Summary:
This role provides comprehensive administrative support to the Vice President of Sales and delivers day-to-day workplace services for office operations. The incumbent will manage executive calendars, travel, meetings, and procurement activities while also overseeing facilities management, vendor coordination, and employee service standards. This role requires multitasking across administrative and facilities responsibilities, acting as a liaison with internal teams, vendors, and property management to ensure smooth office functioning and alignment with Nestlé standards.

Key Responsibilities:

Executive Administrative Support:

• Maintain executive calendars, proactively resolving scheduling conflicts and prioritizing meetings.
• Arrange travel and conferences, ensuring timely approvals and expense reporting.
• Maintain organizational charts, distribution lists, and vendor files.
• Serve as liaison with direct reports, employees, vendors, and external service providers.
• Order office supplies and equipment as needed.
• Assist leadership with presentations, including creating charts and graphs, and liaising with division leaders to gather information and content.
• Schedule and manage meetings and events, including room bookings, catering, and logistics.
• Manage office floorplans, seating arrangements, and update seating data regularly.
• Support employee communications and internal program promotions.
• Coordinate procurement activities and manage purchase orders, invoices, and P-Card compliance.
• Maintain confidentiality of sensitive team and financial information.

Facilities Management Responsibilities:

• Deliver workplace services aligned with established service levels, ensuring high standards of customer service and employee experience.
• Manage employee-facing services such as pantry supplies, coffee, and snacks, including inventory and ordering.
• Oversee day-to-day operations of in-house teams and external service providers (janitorial, delivery, maintenance).
• Coordinate with vendors and property management for work requests, site access, and facility maintenance.
• Facilitate performance reviews with contractors and vendors.
• Provide reporting on occupancy, space utilization, and asset optimization.
• Support large events and employee services including room reservations, catering, and furniture setups.
• Collaborate with Nestlé Safety, Health & Environmental (SH&E) teams to support office safety requirements and audits.
• Manage site-specific safety metrics and postings in coordination with SHE-PM Manager.
• Participate in Workplace Solutions team meetings and represent Workplace Solutions in various forums.
• Be available for on-call support during off-hours emergencies.

Education:

• Bachelor’s degree preferred; or equivalent experience with at least 3-5 years in relevant roles.

Experience:

• 3+ years of administrative support experience, preferably in a corporate environment.
• 3-5 years of experience in facilities management or critical service delivery operations.
• Experience managing third-party service providers and engaging senior-level stakeholders.

Required Skills:

• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Experience with SAP, Concur, and procurement processes highly desired.
• Strong organizational, communication, and stakeholder management skills.
• Ability to multitask, prioritize, and work independently in a fast-paced environment.
• Excellent customer service orientation and interpersonal skills.
• Adaptability to shifting priorities and problem-solving capabilities.

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 Nestlé. 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. Nestlé seeks such skilled and qualified individuals to share our mission where you’ll join a cohort of others who have chosen to call Nestlé home.

The Nestlé Companies are equal employment opportunity employers. All applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status or any other characteristic protected 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.

Review our applicant privacy notice before applying at https://www.nestlejobs.com/privacy.