Wednesday, April 13, 2011

Nestle Careers Portal Vacancy for Administrative Assistant - Glendale

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Administrative Assistant - Glendale

Job Number: nest-00019313
Technical Services & Manufacturing
Technical Services & Manufacturing
Glendale CA

This position is responsible for supporting the Vice President Quality Management and the Director Regulatory Affairs and their teams with administrative tasks. Those tasks involve managing the calendar of the Vice President Quality Management and the Director Regulatory Affairs, preparing and booking travels for them and their teams, order and manage shared office supplies, create POs and process invoices for both departments, assist with large scale meeting coordination and other standard administrative tasks (photocopies, room booking, meetings, listings,.). This position is also responsible to manage ITC duties for both Quality and Regulatory Affairs Departments. In addition, specific (administrative) product related activities for the Juicy Juice Business have to be carried out as part of this position.


1. Support the Vice President Quality Management and Director Regulatory Affairs
- Manage calendar
- Set-up meetings & teleconferences
- Arrange travels (includes Vevey visitors)
- Assist with preparation of presentations
- Answer phone calls
- Photocopying, Files Management & Archiving
- Review and process T&E reports
2. Provide administrative support to the Quality and Regulatory Affairs Teams and Directors
- Set-up meetings & teleconferences
- Arrange travels
- Order and manage shared office Supplies
- Create PO's as needed
- Process invoices, Post GRs (laboratory, department, trainings, etc)
- Assist with Large Scale Meeting Coordination
- Sort mail
- Maintain department listings, plant support listing and staff calendar
- Assist with Thermal Process inquiries and LACF filings
- Archiving
3. Perform ITC Departmental duties
- IT Asset Management
- IT Purchasing
- Submission of ISARs
- On-boarding of new employees
- HR exits
4. Manage quality-related administrative tasks for the Juicy Juice Business
- Gather New & Existing Supplier Paperwork
- Issue releases
- Maintain files
- Update vendor master database
- Work with NQAC on sample issues
- Provide missing paperwork to the plants when needed
- Create PO's to cover business expenses; review invoices; process for payment (DHL, Cotecna)
- Other administrative duties as assigned by Director Co-manufacturing
5. Other duties as assigned by Vice President Quality Management or Director Regulatory Affairs


' High School diploma or equivalent required. AA degree or business administrative post-secondary certificate preferred.
' Minimum 5-7 years of experience with similar administrative assistance roles

' Experience with supporting diverse and large teams
' Basic understanding of quality management is preferred

' Strong service orientation mind set
' Precise and conscientious
' Proactive approach to organization, follow-up, and judgment is essential.
' Draft, modify and proofread documents, correspondence, presentations and other material as required.
' Must be able to communicate directly, effectively and successfully with all levels of management.
' Willingness to support and provide solutions
' Proactive behavior
' Demonstrate commitment to quality and organization.
' Must work independently and in team environments to achieve individual and group objectives.
' Proficient at managing multiple tasks/projects simultaneously and effective time management with consistently satisfactory results
' Advanced proficiency in MS Office (Word, Excel, PowerPoint and Outlook). Able to work in other systems.

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