Executive Assistant Part-time (12-months contract)

Nestlé; Toronto; Hybrid; CAD 80,000 - 100,000; Part time

Job summary

A well-known food and beverage company is seeking a part-time Executive Assistant for a 12-month contract. In this hybrid role, you will provide comprehensive support to the VP of IT, demonstrating exceptional organizational and communication skills while managing multiple priorities. Ideal candidates should have experience as an Executive Assistant in a corporate setting and proficiency in Microsoft Office Suite. Flexible and hybrid working arrangements are offered.

Benefits

Flexible work arrangements

Excellent training and development programs

Discounts on various products and services

Qualifications

• Proven experience as an Executive Assistant in a fast-paced corporate environment.
• Ability to handle sensitive and confidential information.
• Strong computer skills, specifically in Microsoft Office Suite.

Responsibilities

• Provide executive level administrative assistance to the VP, IT.
• Manage calendar and prioritize conflicting events.
• Coordinate and plan meetings and communications.

Skills

Organizational skills

Communication skills

Project management

Microsoft Office Suite

Education

University Degree or College Diploma

Tools

Microsoft Outlook

SAP

Job description

Position Snapshot
Business area: Nestlé Canada
Job Title: Executive Assistant Part-time (12-months contract)
Location: 25 Sheppard Ave W, North York, ON M2N 6S8; Hybrid
Grade: 13

A little bit about us

Nestlé is known for KitKat, Gerber, Nescafe, and Häagen-Dazs, but our recipe for success comes down to one thing: our people. We strive to lead a people-focused culture that empowers employees to bring their authentic selves to work each day. There are 3,000+ members of Nestlé Canada celebrated for taking action using agility, courage, and trust to find solutions that benefit the business or greater good. We’re a team of changemakers, who are curious and challenge the status quo, that take risks that will help drive us forward. Our focus is not only on nourishing our customers, but also about enriching you.

What to Expect:

As an Executive Assistant, you will provide comprehensive support to the Vice President of Information Technology (IT) in a part-time hybrid role. This position requires on-site presence three days per week at our North York office, with the flexibility to work remotely on other days.

You’ll be instrumental in managing multiple priorities in a fast-paced environment, requiring exceptional organizational skills, attention to detail, and a proactive approach to problem-solving. The ideal candidate will demonstrate strong communication abilities and maintain a high level of professionalism while supporting executive-level operations.

A day in the life of an Executive Assistant:

• Provide executive level administrative assistance to the VP, IT.
• Exceptional calendar management by providing rapid response to meeting requests and highlighting urgent issues and understanding how to prioritize conflicting events.
• Support the teams in coordination and planning of meetings which includes developing and editing presentations, and other meeting details.
• Support leaders with cross-border and collaborator meetings.
• Manage the team meeting schedules by organizing functional meetings on a weekly, monthly, and yearly basis, and creating agendas.
• Sustain established communications vehicles in the functions and plan and execute special events and communications to support team building.
• Build strong contact network within Nestlé to ensure superior response to team requirements including collaborating with other Executive Assistants (including Zone and Center) and Coordinators to facilitate meetings requests and coordination of key events.
• Basic budget management including handling Purchase Orders, supplier billings and cross-billing to other businesses.
• Completion of expense reports and travel bookings.
• Handle office supply budget keeping a tight rein on spending.
• Maintain the current filing and data sharing systems (example, SharePoint) and look for ways to improve and automate current processes.
• Support onboarding and set up for new team members (hardware, meetings, orientation schedule).
• Assistance with other projects as required.

Qualification and Role Requirements

• Proven experience as an Executive Assistant in a fast-paced corporate environment.
• University Degree or completion of a College Diploma.
• Outstanding organizational skills.
• High level of professionalism and integrity, with the ability to handle sensitive and confidential information.
• Ability to work well under deadlines and multi-task effectively including prioritizing workload, balance requests from team and daily tasks, find solutions, and identify issues and opportunities.
• Strong project management skills and the ability to follow through to completion.
• Excellent verbal and written communication skills. Strong interpersonal skills required to work with cross functional teams and to communicate internally with employees at all levels and within all functions.
• Ability to work independently and collaboratively in a team-oriented environment.
• Excellent computer skills, specifically Microsoft Office Suite (including Word, PowerPoint and Excel) SharePoint, Teams and Outlook. SAP would be a distinct advantage.
• Positive can-do attitude with strong initiative.
• Sound judgement and critical thinking skills.
• An interest in learning and understanding the business issues in order to enhance personal effectiveness.

Benefits

• Flexible and hybrid work arrangements
• Excellent training and development programs as well as opportunities to grow within the company
• Access to the Discount Company store with Nestlé, Nespresso, and Purina products (Located across various Nestle offices/sites)
• Additional discounts on a variety of products and services offered by our preferred vendors and partnerships

What you need to know

We will be considering applicants as they apply, so please don’t delay in submitting your application. Nestlé Canada is an equal-opportunity employer committed to diversity, equity, inclusion, and accessibility. We welcome qualified applicants to bring their diverse and unique experiences as a result of their education, perspectives, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, colour, religion, disability, sexual orientation and beliefs. If you are selected to participate in the recruitment process, please inform Human Resources of any accommodations you may require. Nestlé will work with you in an effort to ensure that you are able to fully participate in the process.