Office Administrative Assistantn Office Administrative Assistant
About the position
This hybrid role provides comprehensive administrative support to the Vice President of Sales and delivers day-to-day workplace services for office operations. The incumbent will manage executive calendars, travel, meetings, and procurement activities while also overseeing facilities management, vendor coordination, and employee service standards. This role requires multitasking across administrative and facilities responsibilities, acting as a liaison with internal teams, vendors, and property management to ensure smooth office functioning and alignment with Nestlé standards.
Responsibilities
• Maintain executive calendars, proactively resolving scheduling conflicts and prioritizing meetings.
• Arrange travel and conferences, ensuring timely approvals and expense reporting.
• Maintain organizational charts, distribution lists, and vendor files.
• Serve as liaison with direct reports, employees, vendors, and external service providers.
• Order office supplies and equipment as needed.
• Assist leadership with presentations, including creating charts and graphs, and liaising with division leaders to gather information and content.
• Schedule and manage meetings and events, including room bookings, catering, and logistics.
• Manage office floorplans, seating arrangements, and update seating data regularly.
• Support employee communications and internal program promotions.
• Coordinate procurement activities and manage purchase orders, invoices, and P-Card compliance.
• Maintain confidentiality of sensitive team and financial information.
• Deliver workplace services aligned with established service levels, ensuring high standards of customer service and employee experience.
• Manage employee-facing services such as pantry supplies, coffee, and snacks, including inventory and ordering.
• Oversee day-to-day operations of in-house teams and external service providers (janitorial, delivery, maintenance).
• Coordinate with vendors and property management for work requests, site access, and facility maintenance.
• Facilitate performance reviews with contractors and vendors.
• Provide reporting on occupancy, space utilization, and asset optimization.
• Support large events and employee services including room reservations, catering, and furniture setups.
• Collaborate with Nestlé Safety, Health & Environmental (SH&E) teams to support office safety requirements and audits.
• Manage site-specific safety metrics and postings in coordination with SHE-PM Manager.
• Participate in Workplace Solutions team meetings and represent Workplace Solutions in various forums.
• Be available for on-call support during off-hours emergencies.
Requirements
• 3+ years of administrative support experience, preferably in a corporate environment.
• 3-5 years of experience in facilities management or critical service delivery operations.
• Experience managing third-party service providers and engaging senior-level stakeholders.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Experience with SAP, Concur, and procurement processes highly desired.
• Strong organizational, communication, and stakeholder management skills.
• Ability to multitask, prioritize, and work independently in a fast-paced environment.
• Excellent customer service orientation and interpersonal skills.
• Adaptability to shifting priorities and problem-solving capabilities.
This hybrid role provides comprehensive administrative support to the Vice President of Sales and delivers day-to-day workplace services for office operations. The incumbent will manage executive calendars, travel, meetings, and procurement activities while also overseeing facilities management, vendor coordination, and employee service standards. This role requires multitasking across administrative and facilities responsibilities, acting as a liaison with internal teams, vendors, and property management to ensure smooth office functioning and alignment with Nestlé standards.
Responsibilities
• Maintain executive calendars, proactively resolving scheduling conflicts and prioritizing meetings.
• Arrange travel and conferences, ensuring timely approvals and expense reporting.
• Maintain organizational charts, distribution lists, and vendor files.
• Serve as liaison with direct reports, employees, vendors, and external service providers.
• Order office supplies and equipment as needed.
• Assist leadership with presentations, including creating charts and graphs, and liaising with division leaders to gather information and content.
• Schedule and manage meetings and events, including room bookings, catering, and logistics.
• Manage office floorplans, seating arrangements, and update seating data regularly.
• Support employee communications and internal program promotions.
• Coordinate procurement activities and manage purchase orders, invoices, and P-Card compliance.
• Maintain confidentiality of sensitive team and financial information.
• Deliver workplace services aligned with established service levels, ensuring high standards of customer service and employee experience.
• Manage employee-facing services such as pantry supplies, coffee, and snacks, including inventory and ordering.
• Oversee day-to-day operations of in-house teams and external service providers (janitorial, delivery, maintenance).
• Coordinate with vendors and property management for work requests, site access, and facility maintenance.
• Facilitate performance reviews with contractors and vendors.
• Provide reporting on occupancy, space utilization, and asset optimization.
• Support large events and employee services including room reservations, catering, and furniture setups.
• Collaborate with Nestlé Safety, Health & Environmental (SH&E) teams to support office safety requirements and audits.
• Manage site-specific safety metrics and postings in coordination with SHE-PM Manager.
• Participate in Workplace Solutions team meetings and represent Workplace Solutions in various forums.
• Be available for on-call support during off-hours emergencies.
Requirements
• 3+ years of administrative support experience, preferably in a corporate environment.
• 3-5 years of experience in facilities management or critical service delivery operations.
• Experience managing third-party service providers and engaging senior-level stakeholders.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Experience with SAP, Concur, and procurement processes highly desired.
• Strong organizational, communication, and stakeholder management skills.
• Ability to multitask, prioritize, and work independently in a fast-paced environment.
• Excellent customer service orientation and interpersonal skills.
• Adaptability to shifting priorities and problem-solving capabilities.