Office Administrative Assistant

Foods you love. Brands you trust. And a career that empowers you to grow. At Nestlé USA, we’re all working towards the same goal – to delight and deliver for our consumers. With a rich portfolio of beloved brands, including DiGiorno, Toll House, and Coffee mate, in 97% of U.S. households, we have a unique opportunity – and responsibility – to be there for every moment in our consumers’ lives.

Joining Nestlé means becoming part of an inclusive workplace that inspires innovation, encourages strategic thinking and creativity, and celebrates your achievements. No matter where you work within the organization, you are empowered to challenge the status quo, embrace risk‑taking, and pioneer new ideas. Our supportive and collaborative environment encourages bold ambitions and continuous learning so that everyone can grow and thrive.

This position is not eligible for Visa Sponsorship.

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.

• 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 floor plans, 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.

• Bachelor’s degree preferred; or equivalent experience with at least 3‑5 years in relevant roles.

• 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…