Administrative Assistant

Position Snapshot

Business area: Nestlé Professional and IT & Digital

Job Title: Administrative Assistant

Location: North York, ON located at 25 Sheppard Ave W, North York, ON M2N 6S8;

Hybrid

A little bit about us

While Nestlé is known for KitKat®, Gerber®, Nescafe®, and Maggi®, 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 3,400+ 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. We know that empowerment leads to strong employee engagement, a great work culture, and motivated employees.

What to Expect:

As an Administrative Assistant, you will provide comprehensive support to the BEO of Nestle Professional and Vice President, IT & Digital and their leadership teams. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will possess strong communication skills and a proactive approach to problem-solving while maintaining a high level of professionalism.

A day in the life:

• Provide executive level administrative assistance to the BEO Nestle Professional Canada and VP, IT & Digital and senior leaders on the teams.

• Exceptional calendar management for BEO and VP by providing rapid response to meeting requests (internal and external), highlighting urgent issues and understand how to prioritize conflicting events.

• Support the teams in coordination and planning of meetings and internal/external events, which includes developing and editing presentations, product ordering, and other meeting details.

• Manage meeting calendars for leadership teams by booking the functional weekly/monthly/yearly meetings and building agendas. Where possible, anticipate room booking requirements prior and use strong network connections to accommodate room requests.

• Lead and execute the full event management lifecycle for the team’s annual conference, including budget oversight, venue selection and booking, catering, logistics, ordering, technical equipment, and end-to-end travel coordination for all attendees.

• 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 Admin Assistants/Coordinators (including global and local)

• Budget management including handling Purchase Orders, contract management, process/workflow management, supplier billings, cross-billing to other businesses and office supplies.

• Completion of expense reports and travel bookings.

• 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, preferably 5 plus years as an Administrative 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 to enhance personal effectiveness.

Benefits

• Comprehensive total rewards benefits package including Health and Dental benefits that start on day one of employment

• Company matched pension plan

• Three weeks of Vacation and four personal days (Personal Paid Holidays)

• Excellent training and development programs as well as opportunities to grow within the company

• Access to Educational Assistance & Tuition Reimbursement

• Bonus eligibility

• Gender affirmation benefits to ensure access to necessary care, resources, and coverage for gender-affirming procedures

• Fertility Services and Surrogacy Medical Coverage to support the pursuit of a path to parenthood regardless of medical conditions, gender or sexual orientation

• Adoption benefits to remove some of the financial barriers associated with adoption

• Up to 50% off – Nespresso Coffee Machine, Capsules and accessories

• Access to the Discount Company store with Nestlé, Nespresso, and Purina products (Located across various Nestle offices/sites)

Compensation Range: CAD $65,000 to CAD $75,000 + bonus eligibility

At Nestlé Canada, we are committed to transparency and fairness in our compensation and job posting practices. This position offers a competitive salary within the range specified above, aligned with our commitment to equitable pay practices.

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. The principles of diversity, equity, inclusion, and accessibility are vital to how we operate. We strive to foster a respectful and supportive environment where individuals feel valued and empowered to contribute and succeed.

If you are invited to participate in the recruitment process and require accommodation, please inform Human Resources. Nestlé will work with you to ensure full participation.