Job Description

We are the Nestl\xc3\xa9 Nespresso SA Company and are proud to be one of the fastest growing operating unit of Nestl\xc3\xa9. Our passionate, entrepreneurial-minded team has transformed Nespresso into the reference in portioned coffee and one of the world\xe2\x80\x99s most trusted brands. Our growth comes from our commitment to research and development in order to pioneer and be the reference in the portioned coffee sector to provide the very highest quality coffees that could be enjoyed in the comfort of consumers\' own homes and also savored at out-of-home locations, such as restaurants, hotels, offices and luxury retail businesses. We guarantee quality by taking a careful, thoughtful approach in how we source our ingredients, produce and market our premium coffee products. With corporate headquarters in Lausanne, Switzerland, Nespresso is present in over 60 countries and counts over 12,000 employees worldwide. To learn more visit www.nespresso.com. POSITION VACANCY: Marketing Administrative Coordinator
LOCATION: Montreal
REPORTS TO: Marketing

If drinking coffee is more than a simple everyday act for YOU, discover Nespresso\xe2\x80\x99s search for perfection. A search where everyone involved, wherever they may be in the world, contributes with their expertise to make Nespresso and extraordinary coffee.
MISSION OF THE JOB:
With their organizational and planning skills, the Executive Assistant and Marketing Team Coordinator provides support to ensure that marketing operations are maintained in an effective, up to date and accurate manner. The incumbent will work closely with the Marketing department management team to ensure that the group works effectively, productively and receives the necessary support to be able to meet expectations both internally and externally. The person in charge of this role will also assist the Marketing Director by managing their agenda, preparing business trips and meetings, as well as accompanying them in the daily task of planning a cohesive team life, showing proactivity and initiative in decision-making that will allow them to exercise their role with the most efficiency and quality possible.

Key Responsibilities:

• Organize and coordinate major departmental meetings, prepare necessary documents (agenda, follow-ups...)

• Prepare daily reports and other documents as needed
• Provide support to the teams on the guidelines and process related to the management of accounting documents
• Follow up on budgets with managers and perform the regularization process, including monthly accruals.
• Learn to use new office technologies as they are developed and deployed
• Provide short training sessions on new tools to department employees. Act as a super-user
• Participate in various administrative tasks related to the work environment
• Exercise initiative and judgment in processing routine and confidential requests/documents
• Follow up on actions delegated to the team by the line manager
• Gather weekly highlights and key communications and cascade them down to the entire team
• Coordinate all administrative processes related to the arrival or departure of a team member and be the primary point of contact for all orientation needs and use of key internal tools.
• Coordinate and update the marketing onboarding program in conjunction with the line manager.
• Maintain Outlook, specifically the calendar (appointment scheduling). Manage and update relevant Outlook distribution lists as required by the team and line manager.
• Support the Marketing Director in the planning and coordination of meetings, interviews, events and other activities
• Organize and enter expenses into the travel reservation system and process travel and expense accounts
• Deliver the right messages to the appropriate people, coordinate the flow of information both internally and externally
• Support the Marketing Management team in the preparation of reports and presentations, particularly during major strategic periods and key moments of the year
• Recommend changes/improvements in the content and structure of presentations
• Gather corporate guidelines and debrief team and managers accordingly
• Ensure that key management information is communicated appropriately, within the department and act as a liaison to other teamst

• Oversee the social committee and cascade the proposed activities to the Marketing Director for approval, as well as manage its budget
• Organize the logistical aspects and implementation of workshops, trainings and events for the marketing team
• Support the Events and Sponsorship team in the allocation of tickets to various departments and the implementation of contests (when applicable).
• Act as the point of contact for all questions from the team on expense guidelines and process
• Manage the travel & entertainment budget and track expenses associated with its various structures
  

Qualifications:

• College degree or equivalent experience;
• Three to five years of experience in a marketing or administrative support role;
• Thoroughness and excellent organizational skills
• Ability to meet deadlines;
• High ability to prioritize and multi-task;
• Excellent teamwork and collaboration skills;
• Strong communication skills;
• Customer focus;
• Good problem solving and critical thinking skills;
• Ability to work in a dynamic, multinational and complex environment
• Initiative and autonomy
• Fluent in both French and English
• Very good knowledge of MS Office applications
• Flexible, open and positive attitude
• Sense of tact and diplomacy
• Discretion, sense of confidentiality
  

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 team coordination and executive assistance experience. Pro-activity and enthusiasm are essential, as is your ability to understand and work within our competitive market. Nestl\xc3\xa9 is the largest food and beverage company. We are 308,000 employees strong driven by the purpose of enhancing the quality of life and contributing to a healthier future. Our values are rooted in respect: repect for ourselves, respect for others, respect for diversity and respect for our future. With more than CHF 91.4 billion sales in 2018, we have an expansive presence with 413 factories in more than 85 countries. We believe our people are our most important asset, so we\'ll offer you a dynamic inclusive international working environment with many opportunities across different businesses, functions and geopraphies, working with diverse teams and cultures. Want to learn more? Visit us at www.nestle.com.