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Administrative Assistant

Administrative Assistant

A little bit about us


We are Nestlé Nespresso Canada and we are proud to be one of Nestlé's fastest growing business units. Our team of passionate entrepreneurs have made Nespresso the benchmark for coffee capsules and one of the most recognized brands in the world. We owe our growth to our commitment to research and development in order to always stay one step ahead and to serve as a benchmark in the coffee capsule sector. We are also proud to be able to offer premium quality coffees that consumers can savour in the comfort of their own home or away from home, in restaurants, hotels, offices or in luxury retailers. We stand for quality through our careful and thoughtful approach, from the way we source our ingredients, to how we manufacture our products and market our high-quality coffees. Nespresso is headquartered in Lausanne, Switzerland, but is present in more than 60 countries and has more than 12,000 employees worldwide. To learn more, visit www.nespresso.com.

Position Snapshot

Business areas: Nespresso Canada 
Job title: Administrative Assistant 
Location: Montreal, QC

 

Position Summary

We are looking for an Administrative Assistant for Nespresso based at our Montreal location reporting into the Supply Chain Director. The Administrative assistant is responsible of supporting the Nespresso Canada Supply Chain and B2B team and to provide executive assistance to the Department Leaders.

A day in the life of...

As an Administrative Assistant, you will: 

Administration

  • Provide day to day administrative support to the management teams
  • Manage various suppliers and related Purchase Orders
  • Match and verify invoices to Purchase Orders for Payment
  • Coordinate reports communication and business tracking process amongst the department
  • Organize and coordinate department’s meetings (MORs, WORS, QBRs) by arranging facilities /lunches, issuing information or invitations, coordinating speakers and controlling event budget,
  • Ensure team project management timetables are up to date and ensure follow up with stakeholders, project leads
  • Manage issue logs and follow ups
  • Support managers in new employee orientation & Set up
  • Coordinate and consolidate weekly/monthly reporting
  • Prepares and supports managers in preparing presentations

 

Travel & Events Management  

  • Organize logistic and set up of external or internal workshops, events or seminars 
  • Organize interviews, telepresence, conference calls 
  • Organize travel arrangements and logistics (Airplane, hotel, car, visa) in line with Nestlé Policy and coordinate with markets when appropriate in case of visits
  • Completion of expense reports

Communication, Information & Confidentiality

  • Outlook Management (Screening, Scheduling, Organizing, Maintaining distributions lists, etc.) 
  • Prepare and communicate meeting agendas. Attend key meetings to record minutes. Edit and distribute to appropriate stakeholders
  • Edit, review departmental communications or presentations including grammar and translation and validate that Company format policies are followed (and recommend revisions where appropriate)
  • Responsible for gathering Company's guidelines and to inform the teams accordingly. 
  • Ensure proper communication of key executive information within the Departments and serve as a liaison agent with other departments
  • Upload and maintain the Departments information in the different platforms (intranet, teams, workplace, etc.)
  • Learn to operate and stay up to date with new technologies as they are developed and implemented and provide user assistance
  • Maintain confidentiality of all corporate and personal matters Administration  
     

What will make you successful

As the successful candidate, you will need to be passionate, tenacious, results focused and really enjoy working in a highly energetic and exciting environment. You will already have administrative assistance experience. Pro-activity, tenacity and enthusiasm are essential, as is your ability to understand and work within our competitive market. 

You will also have:

  • Post-secondary education, preferable in Business Administration or equivalent combination of education and experience
  • 7+ years at Executive Assistant level in a busy commercial environment
  • Perfectly bilingual (French and English) 
  • Experience in working with multinationals & in complex & performant environment  
  • Strong knowledge of Microsoft Office – more specifically PowerPoint, word and Outlook 
  • At ease with the new collaborative platforms (Teams, workplace, etc.)
  • Take a proactive approach to problem solve routine and general office issues
  • Excellent written and verbal communication skills: Internally and externally (important to communicate clearly and effectively with all levels of employees)
  • Be able to manage highly confidential information with discretion
  • Strong organizational skills 
  • Effectively manage continually changing priorities  
  • Attention to detail
  • Good teamwork and collaboration skills
     

What you need to know 

 

What can we offer in return? Excellent training and development programs as well as opportunities to grow within the company. 

 

We will be considering applicants as they apply, so please don’t delay in submitting your application.

 

Nestlé is an equal opportunity employer committed to diversity and inclusion.  If you are selected to participate in the recruitment process, please inform Human Resources of any accommodations you may require. Nestlé will work with you in an effort to ensure that you are able to fully participate in the process.
 

A little bit about us


We are Nestlé Nespresso Canada and we are proud to be one of Nestlé's fastest growing business units. Our team of passionate entrepreneurs have made Nespresso the benchmark for coffee capsules and one of the most recognized brands in the world. We owe our growth to our commitment to research and development in order to always stay one step ahead and to serve as a benchmark in the coffee capsule sector. We are also proud to be able to offer premium quality coffees that consumers can savour in the comfort of their own home or away from home, in restaurants, hotels, offices or in luxury retailers. We stand for quality through our careful and thoughtful approach, from the way we source our ingredients, to how we manufacture our products and market our high-quality coffees. Nespresso is headquartered in Lausanne, Switzerland, but is present in more than 60 countries and has more than 12,000 employees worldwide. To learn more, visit www.nespresso.com.

Position Snapshot

Business areas: Nespresso Canada 
Job title: Administrative Assistant 
Location: Montreal, QC

 

Position Summary

We are looking for an Administrative Assistant for Nespresso based at our Montreal location reporting into the Supply Chain Director. The Administrative assistant is responsible of supporting the Nespresso Canada Supply Chain and B2B team and to provide executive assistance to the Department Leaders.

A day in the life of...

As an Administrative Assistant, you will: 

Administration

  • Provide day to day administrative support to the management teams
  • Manage various suppliers and related Purchase Orders
  • Match and verify invoices to Purchase Orders for Payment
  • Coordinate reports communication and business tracking process amongst the department
  • Organize and coordinate department’s meetings (MORs, WORS, QBRs) by arranging facilities /lunches, issuing information or invitations, coordinating speakers and controlling event budget,
  • Ensure team project management timetables are up to date and ensure follow up with stakeholders, project leads
  • Manage issue logs and follow ups
  • Support managers in new employee orientation & Set up
  • Coordinate and consolidate weekly/monthly reporting
  • Prepares and supports managers in preparing presentations

 

Travel & Events Management  

  • Organize logistic and set up of external or internal workshops, events or seminars 
  • Organize interviews, telepresence, conference calls 
  • Organize travel arrangements and logistics (Airplane, hotel, car, visa) in line with Nestlé Policy and coordinate with markets when appropriate in case of visits
  • Completion of expense reports

Communication, Information & Confidentiality

  • Outlook Management (Screening, Scheduling, Organizing, Maintaining distributions lists, etc.) 
  • Prepare and communicate meeting agendas. Attend key meetings to record minutes. Edit and distribute to appropriate stakeholders
  • Edit, review departmental communications or presentations including grammar and translation and validate that Company format policies are followed (and recommend revisions where appropriate)
  • Responsible for gathering Company's guidelines and to inform the teams accordingly. 
  • Ensure proper communication of key executive information within the Departments and serve as a liaison agent with other departments
  • Upload and maintain the Departments information in the different platforms (intranet, teams, workplace, etc.)
  • Learn to operate and stay up to date with new technologies as they are developed and implemented and provide user assistance
  • Maintain confidentiality of all corporate and personal matters Administration  
     

What will make you successful

As the successful candidate, you will need to be passionate, tenacious, results focused and really enjoy working in a highly energetic and exciting environment. You will already have administrative assistance experience. Pro-activity, tenacity and enthusiasm are essential, as is your ability to understand and work within our competitive market. 

You will also have:

  • Post-secondary education, preferable in Business Administration or equivalent combination of education and experience
  • 7+ years at Executive Assistant level in a busy commercial environment
  • Perfectly bilingual (French and English) 
  • Experience in working with multinationals & in complex & performant environment  
  • Strong knowledge of Microsoft Office – more specifically PowerPoint, word and Outlook 
  • At ease with the new collaborative platforms (Teams, workplace, etc.)
  • Take a proactive approach to problem solve routine and general office issues
  • Excellent written and verbal communication skills: Internally and externally (important to communicate clearly and effectively with all levels of employees)
  • Be able to manage highly confidential information with discretion
  • Strong organizational skills 
  • Effectively manage continually changing priorities  
  • Attention to detail
  • Good teamwork and collaboration skills
     

What you need to know 

 

What can we offer in return? Excellent training and development programs as well as opportunities to grow within the company. 

 

We will be considering applicants as they apply, so please don’t delay in submitting your application.

 

Nestlé is an equal opportunity employer committed to diversity and inclusion.  If you are selected to participate in the recruitment process, please inform Human Resources of any accommodations you may require. Nestlé will work with you in an effort to ensure that you are able to fully participate in the process.
 

Montreal, CA

Montreal, CA

Apply now »