Office Administrative Assistant

Office Administrative Assistant (12 month contract)

Position Snapshot

Business area: Nespresso

Location: 300 Léo-Pariseau, suite 2300 Montréal, QC Canada H2X 4B3

In-Person

A Little Bit About Us

Nestlé Nespresso SA is a pioneer and is widely regarded as one of the top references in the field of high-quality portioned coffee. The company works with more than 168,550 farmers in 18 countries through its AAA Sustainable Quality Program to embed sustainability practices on farms and the surrounding landscapes. Launched in 2003 in collaboration with the NGO Rainforest Alliance, the program helps to improve the yield and quality of harvests, ensuring a sustainable supply of high-quality coffee and improving livelihoods of farmers and their communities. In 2022, Nespresso achieved B Corp certification – joining an international movement of over 9,700 purpose-led businesses that meet B Corp’s high standards of social and environmental responsibility and transparency. Headquartered in Vevey, Switzerland, Nespresso operates in 96 markets and has over 14'000 employees. In 2024, it operated a global retail network of 818 boutiques. For more information, visit the Nespresso corporate website:

What to Expect

In this role, you’ll support the Office Operations Supervisor by handling day-to-day administration, coordinating suppliers and purchase orders, processing invoices, and helping prepare agendas, minutes, and presentations. You’ll also act as back-up reception—greeting and registering visitors, managing badges, answering emails, and booking meeting rooms—while supporting office services like supplies, meeting spaces, and event set-ups. The role is highly customer-facing and requires strong organization, discretion, and the ability to prioritize and multitask in a fast-paced office environment (on-site 5 days/week, 8am–5pm).This position is a brand-new role.

A day in the life

• Open the office and check shared mailbox/SharePoint for overnight requests, updates, and priorities from the Office Operations Supervisor.
• Greet and register visitors, activate/deactivate badges in C-CURE 9000, and handle access-related requests with the security/access control partner.
• Respond to emails/calls, dispatch requests to the right team members, and keep stakeholders informed (maintenance schedules, closures, disruptions).
• Manage suppliers and purchase orders (create/track POs, follow up on deliveries/services, support vendor set-up as needed).
• Match and verify invoices against POs, resolve discrepancies, and submit for payment.
• Keep the office running: monitor inventory (supplies/coffee), set up daily employee breakfast, and ensure meeting rooms are ready and functional.
• Coordinate and support office/department events (monthly lunches, birthdays, invitations, room set-ups, and on-site logistics).
• Support office operations and facilities: coordinate technicians/contractors, escalate building issues to facilities management, and help with tracking/budget items (accruals/DFs) and reserved parking spots.

Role Requirements

• Bilingualism in English and French language skills are a requirement, as this position requires collaboration with stakeholders across the Canadian market
• Proficient with the Microsoft Office suite (Outlook, Word, Excel, PowerPoint)
• Strong customer focus and service mindset
• Professional, courteous, and welcoming presence
• Ability to prioritize, multi-task, and meet deadlines in a fast-paced environment
• Strong attention to detail and accuracy
• Strong written and verbal communication skills
• Excellent organizational and time-management skills
• Strong teamwork and collaboration skills, with the ability to work across functions
• High level of autonomy and initiative
• Sound judgment, professionalism, and maturity
• Discreet, with the ability to handle sensitive information and maintain confidentiality

Benefits

• Excellent training and development programs as well as opportunities to grow within the company
• Up to 50% off – Nespresso Coffee Machine, Capsules and accessories
• Access to the Discount Company store with Nestlé, Nespresso, and Purina products (Located across various Nestle offices/sites)
• Additional discounts on a variety of products and services offered by our preferred vendors and partnerships
• Compensation Range: $50,787-57,135

At Nestlé Canada, we are committed to transparency and fairness in our compensation and job posting practices. This position offers a competitive salary within the range specified above, aligned with our commitment to equitable pay practices.

What You Need To Know

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

Nestlé Canada is an equal-opportunity employer. The principles of diversity, equity, inclusion, and accessibility are vital to how we operate. We strive to foster a respectful and supportive environment where individuals feel valued and empowered to contribute and succeed.

If you are invited to participate in the recruitment process and require an accommodation, please inform Human Resources. Nestlé will work with you to ensure full participation.

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