Associate Executive Admin 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.


This position is not eligible for Visa Sponsorship.

The Associate Executive Administrative Assistant supports Senior Directors and Directors across the Marketing function by managing complex administrative and coordination needs. This role calls for a highly organized, collaborative, and proactive individual who can exercise independent judgment and discretion while navigating a fast-paced environment with multiple stakeholders and concurrent initiatives.

Note: This position is required to provide senior-level administrative support, including assistance on urgent issues which may occur in the evenings or weekend hours. Up to 10% Travel may also be required as needed to support events. This position is based in Arlington, VA. 

PRIMARY RESPONSIBILITIES:

• Provide primary administrative support for assigned business leaders, including but not limited to: managing the leader's calendar, 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 help prioritize competing meetings, tasks, or projects.
• Make travel arrangements, ensuring travel approvals and expense reports are completed on time.
• Coordinate on-site logistics for meetings and events, including conference room booking and setup, catering, and technology support. Quickly troubleshoot issues as they arise to minimize impact to meeting efficiency and experience.
• Maintain org charts and distribution lists for assigned groups.

• Serve as the IT Coordinator for assigned sub-functions/client groups. This includes being the key liaison between the client group 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 client group.
• 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 function-wide projects and providing temporary coverage for peers, as needed.
• Performs other duties as assigned

REQUIRED EDUCATION & EXPERIENCE:

• High School Diploma required; Bachelor’s Degree preferred. 

• 5+ years administrative experience required. Experience working in a corporate environment strongly preferred.

ESSENTIAL SKILLS / COMPETENCIES:

• Demonstrated success in managing multiple projects simultaneously
• Ability to work in team-based environment, developing cross-functional network of resources.
• Must be highly collaborative with stakeholders at the same location and across other Nestlé sites
• Advanced PC skills required, including MS PowerPoint, Word, Excel, and Outlook, team rooms and share points.
• Up to 10% travel may be required for events and administrative support is required

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 [email protected] or please dial 711 and provide this number to the operator: 1-800-321-6467.

This position is not eligible for Visa Sponsorship. 

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Job Requisition: 397806