Executive Assistant & Office Administrator

Twinings North America Inc; Rutherford (NJ); Hybrid; USD 75,000 - 90,000; Full time

Job summary

Twinings North America Inc. is seeking an Executive Assistant & Office Administrator to provide seamless executive support to the President & CEO and ensure efficient operation of our Rutherford headquarters.

The role spans executive administration, office operations, event coordination, and marketing support, with a hybrid work model (3 days in-office per week). The ideal candidate will have 2–5 years of relevant experience, be highly organized, with strong communication, discretion, and the

Qualifications

• 2-5 years of experience in an Executive Assistant, Office Administrator, or similar administrative support role.

Responsibilities

• Support President/CEO and Leadership Team with administrative needs by function.
• Maintain President/CEO calendar; schedule meetings, conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues.
• Arrange all aspects of travel for President/CEO; prepare itineraries, arrange flights, hotels, rental car, business meals.
• Coordinate expense reimbursement for President/CEO on a timely basis.
• Coordinator internal/external visitor meetings as needed.
• Distribute office mail.
• Greet visitors and escort them to designated meeting area, ensuring a professional and friendly experience.
• Maintain office supplies and replenish when inventory is low, including Twinings Merchandise (shirts, etc.).
• Restock tea and other kitchen supplies.
• Maintain order in conference rooms and focus rooms.
• Manage catering for relevant company & office events.
• Support the planning and execution of internal events (Town halls, department team days, end-of-year celebrations).
• Coordinate the preparation, shipment, and tracking of packages to internal and external stakeholders.
• Maintain the main conference room planogram, ensuring product displays remain accurate, organized, and up to date.

Skills

Executive support

Organizational skills

Time management

Communication

Discretion

Problem solving

Attention to detail

Proactive approach

Tools

Microsoft 365

Microsoft Copilot

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Clerical Rutherford, NJ, Rutherford, NJ, US

2 days ago Requisition ID: 1018

Salary Range: $75,000.00 To $90,000.00 Annually

PURPOSE

Twinings North America is seeking an Executive Assistant & Office Administratorwho will be responsible for delivering seamless executive support to the President & CEO and ensuring the efficient operation of our corporate headquarters. As the face of the office, this role helps create a professional, organized, and engaging workplace experience for employees, visitors, and business partners.

Working across executive administration, office operations, event coordination, and marketing support, this individual serves as a key resource to the organization by anticipating needs, managing priorities, coordinating logistics, and fostering a positive and productive work environment. This role requires exceptional organizational skills, strong communication abilities, sound judgment, and a proactive approach to supporting both leadership and the broader business.

CONTEXT

Twinings North America (US and Canada) has been identified as a strategic focus for global growth, and our ambition is to deliver significant, sustainable growth over the next five years within the wellbeing drinks category.

Twinings is a uniquely decentralized business that operates with local autonomy supported by a global partnership. This allows for local consumer centricity and decision making, backed by a global powerhouse that includes global support for our digital transformation.

We are culturally in sync with our brand ethos of being a vibrant, well-being drinks brand. We are a vibrant and dynamic team that operates with a 'one team mentality, valuing strong collaboration, ethical integrity, and a passion for winning.

WORK LOCATION

This role is based in our corporate headquarters in Rutherford, NJ, on a hybrid schedule, 3 days per week in office (Tuesday-Thursday) and reports to the President/CEO.

RESPONSIBILITES

Administrative Duties:

• Support President/CEO and Leadership Team with administrative needs by function
• Maintain President/CEO calendar; schedule meetings, conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
• Arrange all aspects of travel for President/CEO; prepare itineraries, arrange flights, hotels, rental car, business meals
• Coordinate expense reimbursement for President/CEO on a timely basis
• Coordinator internal/external visitor meetings as needed
• Distribute office mail

Office Operations:

• Support the organization to maintain a tidy work environment
• Greet visitors and escort them to designated meeting area, ensuring a professional and friendly experience
• Maintain office supplies and replenish when inventory is low, including Twinings Merchandise (shirts, etc.)
• Restock tea and other kitchen supplies
• Maintain order in conference rooms and focus rooms
• Manage catering for relevant company & office events (e.g. Wednesday all company lunch)
• Support the planning and execution of internal events (e.g. Town halls, department team days, end-of-year celebrations).
• Coordinate the preparation, shipment, and tracking of packages (e.g product samples, proofs, PR/social packages) to internal and external stakeholders
• Maintain the main conference room planogram, ensuring product displays remain accurate, organized, and up to date

KEY SKILLS & QUALIFICATIONS

• 2-5 years of experience in an Executive Assistant, Office Administrator, or similar administrative support role.
• Strong proficiency in Microsoft 365 applications, including Outlook, Word, Excel, and PowerPoint.
• Exceptional organizational and time management skills, with the ability to manage multiple projects, deadlines, and competing priorities simultaneously
• Strong attention to detail and a demonstrated ability to work with accuracy and sense of urgency
• Excellent written and verbal communication skills, with the ability to build effective relationships across all levels of the organization.
• High emotional intelligence, professionalism, discretion, and sound judgment when handling sensitive and confidential information.
• Ability to anticipate needs, solve problems proactively, and adapt to changing business priorities.
• Experience creating, formatting, and supporting executive presentations and business communications.
• Familiarity with AI-powered productivity tools, such as Microsoft Copilot, is preferred.
• Ability to lift and move office materials, supplies, and packages weighing up to 20 pounds, as needed.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.