Associate Executive Admin Assistant

Nestlé SA; Arlington (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

A leading global food company in Arlington, Texas, is seeking an experienced Associate, Executive Administrative Assistant. This role involves providing high-level administrative support, managing schedules, coordinating travel, and overseeing logistics for meetings and events. The ideal candidate has a High School Diploma with a preferred Bachelor's Degree, and over 5 years of experience in a corporate environment. Proficiency in MS Office tools is essential. Join a dynamic team committed to inclusivity and excellence.

Qualifications

• 5+ years of administrative experience, preferably in a corporate environment.
• Proven ability to manage multiple projects simultaneously.
• Strong team player with the ability to develop a cross-functional network of resources.
• Highly collaborative with stakeholders at various locations.

Responsibilities

• Provide top-notch administrative support to business leaders.
• Coordinate all travel and conference arrangements.
• Manage on-site logistics for meetings and events.
• Order office supplies and equipment as needed.
• Assist with team support and coordinate activities.

Skills

Administrative support

Calendar management

Travel coordination

Expense reconciliation

Technology support

Project management

Collaboration

Software proficiency in MS Office

Education

High School Diploma

Bachelor’s Degree

Tools

MS PowerPoint

MS Word

MS Excel

MS Teams

MS Outlook

Job description

Position Summary:

Join our dynamic team as an Associate, Executive Administrative Assistant, where you will play a crucial role in supporting our executive leadership. This position involves handling advanced secretarial, administrative, and confidential tasks with a high degree of independence and discretion.

Primary Responsibilities:

• Provide top-notch administrative support to business leaders, including managing calendars, addressing scheduling conflicts, and organizing appointments and meetings.
• Coordinate all travel and conference arrangements, including preparing itineraries, securing accommodations, and managing transportation details.
• Oversee expense reconciliation for assigned leaders, ensuring compliance with company policies.
• Demonstrate agility in prioritizing competing meetings, tasks, and projects.
• Manage on-site logistics for meetings and events, including booking conference rooms, arranging catering, and providing technology support.
• Maintain the division calendar, tracking internal and industry events and meetings.
• Order office supplies and equipment as needed.
• Assist with team support and coordinate activities such as department team-building events.
• Schedule and manage arrangements for meetings and events, including international meetings, ensuring all logistical details are handled.
• Manage sample requests and assist in POS development and fulfillment.
• Support team-specific meetings, such as staff meetings and town halls.
• Handle the purchase order process, ensuring timely payment to service providers.
• Process department invoices and maintain vendor files and audit trails.
• Collaborate with the broader Nestlé Executive Assistant community on function-wide projects and provide temporary coverage for peers as needed.
• Perform other duties as assigned.

Required Education & Experience:

• High School Diploma required; Bachelor’s Degree preferred.
• 5+ years of administrative experience, preferably in a corporate environment.
• Proven ability to manage multiple projects simultaneously.
• Strong team player with the ability to develop a cross-functional network of resources.
• Highly collaborative with stakeholders at various locations.
• Advanced proficiency in MS PowerPoint, Word, Excel, Teams, Outlook, and other relevant software.

This position is not eligible for Visa Sponsorship.

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

This position is not eligible for Visa Sponsorship.