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Office Administrator Jobs

Company

Nestlé USA
Address , Solon, Oh
Employment type FULL_TIME
Salary
Expires 2023-07-26
Posted at 11 months ago
Job Description
Foods people love. Brands people trust. And a career that nourishes your future like no other.

If you're driven by the passion to do something meaningful that changes lives, Nestlé is the place for you. Nestlé USA is one of seven operating companies that make up Nestlé’s presence in the United States. We're in 97% of American homes, and as the leading food and beverage company, our goals are to continue to deliver quality food and beverage products, strengthen our local communities, and reduce our environmental and climate impact.

We’re determined to challenge the status quo and be better tomorrow than we are today. As individuals and teams, we embrace our entrepreneurial culture and have created a workplace where collaboration is essential, courage is rewarded, speed is expected, and agility is the norm to delight our consumers every single day. Here, you will find limitless opportunities to learn and advance your career and feel empowered to succeed in the workplace and beyond. Because our focus is not only on nourishing our customers, but also about enriching you.

This position is not eligible for Visa Sponsorship.

As a member of the Nestlé USA Legal & Compliance function, this role will be responsible for providing on-site administrative and office coordination support to team members in Solon, Ohio, and remote support to team members in other locations. This position reports into the Assistance General Counsel/ Division General Counsel.
The detail and service-oriented person filling this position will be adept at maneuvering through large and complex organizations and will demonstrate the ability to foster a positive and collaborative relationship with their Nestlé colleagues, both in the Legal team and throughout the company, as well as with outside law firms and other external partners.
PRIMARY RESPONSIBILITIES:
As a key member of the Legal & Compliance function, this role will:
  • Collaborating with Nestlé IT support to coordinate laptops, phones and other equipment needs.
  • Assist Human Resources function with coordinating applicant interviews and on-boarding new associates.
  • Collaborate with Legal Operations team to assist with timely processing of legal bills using Legal Tracker software system, including integrating new law firms into the system, resolving billing discrepancies, and generating reports as requested.
  • Collaborating with other Nestlé administrative assistants, both within and outside the Legal function.
  • Provide accurate and timely administrative support to attorneys and paralegals in the function’s Solon, Ohio office, and shared support to team members in other Nestle USA offices in collaboration with our Arlington-based executive assistant. Administrative support responsibilities will include:
    • Serving as a key point of contact for clients and campus personnel on administrative and legal matters
    • Assisting with maintaining efficient and organized workflow and project management
    • Responding to routine legal inquiries and drafting routine correspondence
    • Collaborating with other Nestlé administrative assistants, both within and outside the Legal function.
    • Filing and records management.
    • Scheduling group and project team meetings.
    • Managing calendars for Legal Leadership Team members.
    • Managing travel and expense reports for Legal Leadership Team members and acting as Legal team point of contact for T&E questions/support.
    • Collaborating with Nestlé IT support to coordinate laptops, phones and other equipment needs.
    • Assisting with implementing new policies and procedures.
    • Managing office supplies for supported team members (e.g., managing supply budget, purchasing card, ordering, etc.).
    • Track and renew attorney licenses and registrations.
    • Serving as a resource for general office needs.
  • Scheduling group and project team meetings.
  • Serving as a resource for general office needs.
  • Track and renew attorney licenses and registrations.
  • Assist with creating PowerPoint presentations, Excel spreadsheets and reports.
  • Responding to routine legal inquiries and drafting routine correspondence
  • Assisting with maintaining efficient and organized workflow and project management
  • Managing office supplies for supported team members (e.g., managing supply budget, purchasing card, ordering, etc.).
  • Serving as a key point of contact for clients and campus personnel on administrative and legal matters
  • Filing and records management.
  • Coordinate on-site and off-site/remote meetings, which may include agenda development, event planning and support (e.g., booking travel and accommodations, transportation, meeting room scheduling, support logistics, catering/restaurants, and security coordination).
  • Managing calendars for Legal Leadership Team members.
  • Process DocuSign signatures and electronic document filing.
  • Assisting with implementing new policies and procedures.
  • Managing travel and expense reports for Legal Leadership Team members and acting as Legal team point of contact for T&E questions/support.
REQUIREMENTS AND MINIMUM EDUCATION LEVEL:
  • Some college or business administration post-secondary education preferred.
  • Travel may be required.
  • High School diploma required.
  • Notary license a plus.
EXPERIENCE:
  • Corporate legal experience preferred, but not required
  • 5-7 years relevant experience
SKILLS:
  • Capability to operate with absolute confidentiality, including receiving, imparting, and managing confidential information.
  • Exemplary organizational skills for prioritizing and handling multiple projects and tasks.
  • Enthusiastic self-starter, with ability to manage workflow with tight deadlines, anticipate team needs and shifting priorities with minimal oversight.
  • Technology-savvy, and ability to learn, understand and successfully operate in Nestlé’s information technology architecture, including SAP, Concur, DocuSign, Legal Tracker, and all Microsoft Office applications (e.g., Word, Excel, PowerPoint, Outlook, etc.).
  • Ability to take independent, decisive action, and to know when to seek advice.
  • Continuous improvement mindset with ability to deliver, receive and act on feedback.
  • Strong verbal, written and communication skills, including the ability to effectively communicate with all levels and functions in the organization.
  • Good business judgment and initiative.
  • Excellent interpersonal skills and demonstrated ability to foster and maintain positive relationships, collaborate within a complex organization and contribute to team projects.
  • Problem-solver, with willingness to adapt and be open to change in order to achieve desired results.
  • High service-orientation, attention to detail, and ethical standards.
  • Ability to develop and maintain record keeping systems and procedures, and to learn new processes and systems.


243520

It is our business imperative to remain a very inclusive workplace.

To our veterans and separated service members, you're at the forefront of our minds as we recruit top talent to join Nestlé. The skills you've gained while serving our country, such as flexibility, agility, and leadership, are much like the skills that will make you successful in this role. In addition, with our commitment to an inclusive work environment, we recognize the exceptional engagement and innovation displayed by individuals with disabilities. Nestlé seeks such skilled and qualified individuals to share our mission where you’ll join a cohort of others who have chosen to call Nestlé home.

The Nestlé Companies are an equal employment opportunity and affirmative action employer seeking diversity in qualified applicants for employment. All applicants will receive consideration for employment without regard to race, ethnicity, color, gender, gender identity, age, religion, national origin, ancestry, disability, perceived disability, medical condition, genetic information, veteran status, sexual orientation, or any other protected status, as defined by applicable law. Prior to the next step in the recruiting process, we welcome you to inform us confidentially if you may require any special accommodations in order to participate fully in our recruitment experience. Contact us at [email protected] or please dial 711 and provide this number to the operator: 1-800-321-6467.

This position is not eligible for Visa Sponsorship.