Administrative Assistant
Location: Vevey, Switzerland
Company: Société des Produits Nestlé S.A.
Act. Rate: Full-Time 100%
Type of contract: temporary contract - 12 months
Start date: 01.08.2024 (potentially earlier)
As an Administrative Assistant, you will provide high quality & proactive support to 3 Heads of and the teams. You will keep the agenda, manage the administrative tasks and prioritize commitments in order to respect deadlines.
A Day in the Life of an Administrative Assistant:
- Support a variety of administrative activities specific to working area. Exercise initiative and judgement in handling routine and confidential materials / enquiries.
- Record team lists/spreadsheets/absences/key information centralized with unit planning.
- Solve difficult issues and provides assistance upon request.
- Review operating practices and procedures to determine whether improvements can be made in areas surch as workflow, reporting procedures, or expenditure and conduct appropriate changes. Strive for continuous improvement in the service delivered.
- Maintain Outlook and particularly the Calendar (appointment schedules). Responsible for managing and updating the relevant outlook distribution lists according to the team/LM needs.
- Handle routine correspondence, short notes or other documents, using word processing, spreadsheets, database or presentation software based on short instructions.
- Prepare and communicate meeting agendas.Organise meeting rooms accordingly to participants.
- Responsible for gathering Company's guidelines and inform the team/manager(s) accordingly.
- Organize logistic and set up of external or internal workshops / events / seminars.
- Coordinate all administrative process in case of arrivals/departures of a team members, including being the 1st contact for all orientation needs. Coordinate with the Line Manager the induction program.
- Organize travel arrangements and logistics (Airplane, hotel, car, visa) in line with Nestlé Policy and coordinate with markets when appropriate in case of visits (watch cost aspect).
- Prepare and follow up of expenses reports. Collect and distribute funds from cash accounts, and keep records of collections and distributions.
- Create and track P2P process (PR/PO/SES).
Location: Vevey, Switzerland
Company: Société des Produits Nestlé S.A.
Act. Rate: Full-Time 100%
Type of contract: temporary contract - 12 months
Start date: 01.08.2024 (potentially earlier)
As an Administrative Assistant, you will provide high quality & proactive support to 3 Heads of and the teams. You will keep the agenda, manage the administrative tasks and prioritize commitments in order to respect deadlines.
A Day in the Life of an Administrative Assistant:
- Support a variety of administrative activities specific to working area. Exercise initiative and judgement in handling routine and confidential materials / enquiries.
- Record team lists/spreadsheets/absences/key information centralized with unit planning.
- Solve difficult issues and provides assistance upon request.
- Review operating practices and procedures to determine whether improvements can be made in areas surch as workflow, reporting procedures, or expenditure and conduct appropriate changes. Strive for continuous improvement in the service delivered.
- Maintain Outlook and particularly the Calendar (appointment schedules). Responsible for managing and updating the relevant outlook distribution lists according to the team/LM needs.
- Handle routine correspondence, short notes or other documents, using word processing, spreadsheets, database or presentation software based on short instructions.
- Prepare and communicate meeting agendas.Organise meeting rooms accordingly to participants.
- Responsible for gathering Company's guidelines and inform the team/manager(s) accordingly.
- Organize logistic and set up of external or internal workshops / events / seminars.
- Coordinate all administrative process in case of arrivals/departures of a team members, including being the 1st contact for all orientation needs. Coordinate with the Line Manager the induction program.
- Organize travel arrangements and logistics (Airplane, hotel, car, visa) in line with Nestlé Policy and coordinate with markets when appropriate in case of visits (watch cost aspect).
- Prepare and follow up of expenses reports. Collect and distribute funds from cash accounts, and keep records of collections and distributions.
- Create and track P2P process (PR/PO/SES).
- qualifications
What will make you successful
- Confirmed experience as Assistant or at least 5 years' experience in a similar role
- Ability to connect the dots, anticipate & take initiative
- Excellent stakeholder management, and organization skills; lean communication & interpersonal skills
- Strong attention to details and capacity to work within tight deadlines and multitask
- Dynamic, flexible & agile with can-do attitude
- Service-oriented, open-minded and problem solver
- Experience working with collaborative tools: MS Teams, Zoom etc.
- ISIT savvy, very good command of Microsoft Office (especially PowerPoint), SAP & Concur
- Fluency in English and French mandatory
Please send us your complete application online. All applications receive by another way will not be accepted.
For more details or questions, you can contact Laetitia STIRER +41 21 924 28 56
- Randstad Nestlé Vevey
