Executive Assistant & Office Administrator in Rutherford, New Jersey at Twinings North America Inc

PURPOSE

Twinings North America is seeking an Executive Assistant & Office Administrator who will be responsible for delivering seamless executive support to the President & CEO and ensuring the efficient operation of our corporate headquarters. As the face of the office, this role helps create a professional, organized, and engaging workplace experience for employees, visitors, and business partners.

Working across executive administration, office operations, event coordination, and marketing support, this individual serves as a key resource to the organization by anticipating needs, managing priorities, coordinating logistics, and fostering a positive and productive work environment. This role requires exceptional organizational skills, strong communication abilities, sound judgment, and a proactive approach to supporting both leadership and the broader business.

CONTEXT

Twinings North America (US and Canada) has been identified as a strategic focus for global growth, and our ambition is to deliver significant, sustainable growth over the next five years within the wellbeing drinks category.

Twinings is a uniquely decentralized business that operates with local autonomy supported by a global partnership. This allows for local consumer centricity and decision making, backed by a global powerhouse that includes global support for our digital transformation.

We are culturally in sync with our brand ethos of being a vibrant, well-being drinks brand. We are a vibrant and dynamic team that operates with a ‘one team mentality, valuing strong collaboration, ethical integrity, and a passion for winning.

WORK LOCATION

This role is based in our corporate headquarters in Rutherford, NJ, on a hybrid schedule, 3 days per week in office (Tuesday-Thursday) and reports to the President/CEO.

RESPONSIBILITES

Administrative Duties:

• Support President/CEO and Leadership Team with administrative needs by function
• Maintain President/CEO calendar; schedule meetings, conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
• Arrange all aspects of travel for President/CEO; prepare itineraries, arrange flights, hotels, rental car, business meals
• Coordinate expense reimbursement for President/CEO on a timely basis
• Coordinator internal/external visitor meetings as needed
• Distribute office mail

Office Operations:

• Support the organization to maintain a tidy work environment
• Greet visitors and escort them to designated meeting area, ensuring a professional and friendly experience
• Maintain office supplies and replenish when inventory is low, including Twinings Merchandise (shirts, etc.)
• Restock tea and other kitchen supplies
• Maintain order in conference rooms and focus rooms
• Manage catering for relevant company & office events (e.g. Wednesday all company lunch)
• Support the planning and execution of internal events (e.g. Town halls, department team days, end-of-year celebrations).
• Coordinate the preparation, shipment, and tracking of packages (e.g product samples, proofs, PR/social packages) to internal and external stakeholders
• Maintain the main conference room planogram, ensuring product displays remain accurate, organized, and up to date

KEY SKILLS & QUALIFICATIONS

• 2-5 years of experience in an Executive Assistant, Office Administrator, or similar administrative support role.
• Strong proficiency in Microsoft 365 applications, including Outlook, Word, Excel, and PowerPoint.
• Exceptional organizational and time management skills, with the ability to manage multiple projects, deadlines, and competing priorities simultaneously.
• Strong attention to detail and a demonstrated ability to work with accuracy and a sense of urgency.
• Excellent written and verbal communication skills, with the ability to build effective relationships across all levels of the organization.
• High emotional intelligence, professionalism, discretion, and sound judgment when handling sensitive and confidential information.
• Ability to anticipate needs, solve problems proactively, and adapt to changing business priorities.
• Experience creating, formatting, and supporting executive presentations and business communications.
• Familiarity with AI-powered productivity tools, such as Microsoft Copilot, is preferred.
• Ability to lift and move office materials, supplies, and packages weighing up to 20 pounds, as needed.