Executive Administrative Assistant (Hybrid)

At Nestle Health Science, we believe that nutrition, science, and wellness must merge, not collide. Here, we embrace the intrinsic connections of these three pillars, harnessing their collective strength to empower healthier lives. Our broad product portfolio includes renowned brands like Garden of Life, Nature's Bounty, Vital Proteins, Orgain, Nuun, BOOST, Carnation Breakfast Essentials, Peptamen, Compleat Organic Blends, and more. We also have extensive pharmaceutical expertise, offering innovative medicines that aim to prevent, manage, and treat gastrointestinal and metabolic-related diseases.

At Nestle Health Science, we bring our best for better lives. Our people are challenged to bring fresh, diverse views and make bold moves to empower healthier lives through nutrition. We know brilliant ideas can come from anyone, anywhere. Here we embrace the entrepreneurial spirit and collaborate with teams that champion focused and forward thinking. We are committed to fostering professional growth and celebrating the achievements of our people along the way. We offer dynamic career paths, robust development, opportunities to learn from talented colleagues around the globe, and benefits that support physical, financial, and emotional wellbeing.

Join us to innovate for impact and reimagine the future of health and nutrition for patients and consumers.

Position Summary:

The Executive Assistant plays a crucial role in providing advanced administrative support to the Holistic Health Business Unit President. Responsibilities include managing administrative tasks, overseeing invoice management, preparing and organizing documents, and coordinating extensive travel itineraries. The Executive Assistant is expected to maintain professional communication and collaboration with employees at all levels, Nestle senior executives, local teams, and external partners and contractors. Additionally, this position serves as a valuable knowledge resource for the supported teams, providing information on corporate policies, procedures, and other business requirements. This is a hybrid position that requires an average of 2-3 days per week at our corporate office in Bridgewater, NJ.

Responsibilities:

• Administrative support for assigned teams. Manage scheduling/maintaining calendars, meeting coordination (confirming availability, booking rooms, setting up teleconference or video conference capability, ordering food, etc.) making travel plans and reservations, processing expense reports
• Administrative support in arranging national and regional group meetings (confirming attendee availability, book rooms, and set up teleconference or video conference capability and order food) as appropriate. Fill ad hoc requests for copy/printing/updating documents, shipments, documents filing, and group travel arrangements
• Document preparation and management, including drafting, editing and proofing different types of documents, including agreements
• Memos, correspondence &presentation materials, and managing complex editorial changes to documents from multiple parties. Includes copying, distribution (internal & external) & follow-up, and coordination as needed with other staff, such as routing, signature and delivery of contracts
• Invoice management for including advertising and promotional activities. Proactively manage Purchase Order Requisitions via timely correspondence and communication internally with team and externally with vendors and reconciles PO process at end of month. Maintain accurate record keeping of POs and invoices
• Arrange and coordinate complicated travel schedules and itineraries for the groups using resources and knowledge of airlines, airports, ground transportation, accommodations, etc., to make thoughtful and efficient travel plans, considering corporate policies and individual preferences, as well as budget and time constraints
• Responsibility for vendor credentialing program including serving as main contact for vendor, assuring all documents needed are up to date and providing timely response to team requests for documents needed
• Lead Special Projects as assigned
• Resolve issues that may arise with regard, but not limited to technology, corporate expense accounts, budgetary issues, vendor invoicing, purchase orders and corporate travel itineraries; and build relationships with system leads company wide
• Ability to travel as needed (up to 10%) for meetings and to develop internal and external relationships

Requirements:

• HS Diploma required, with advanced degree preferred
• 5+ Years of Administrative Experience; supporting C-level executives a plus
• Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint and Outlook and SAP
• Experience with Concur Online Travel & Expenses a plus

Skills:

• Proven ability to support multiple teams and manage priorities in a demanding workload
• Excellent verbal and written communication and presentation skills; effective in a matrixed environment
• Strong customer service focus, highly organized, detail-oriented, and able to perform in a fast-paced environment
• Action and results-oriented, with initiative to lead projects and deliver on schedule
• Demonstrates leadership and proactive collaboration with team members and senior executives, often taking on additional tasks to support colleagues
• Forward thinker and planner, able to anticipate needs and use sound judgment
• Acts discreetly and professionally, respecting the confidential nature of the company's business
• Extensive problem-solving ability

Requisition ID#333118

#LI-Hybrid

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.

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