Executive Assistant - Supply Chain

• Organize various types of correspondence independently, to ensure timely and accurate response
• Manage the executive calendar, helping to prioritize meetings and competing demands on executive availability
• Format, type and edit a variety of material, including correspondence, memos, minutes, reports and confidential material
• Provide leaders with any materials needed throughout the day (ex. print documents, provide links, reroute emails, meals when applicable)
• Maintain and update department files, records, (organizational) charts, subscriptions and publications
• Receive and screen telephone calls, monitor mail entry and administer the department owned e-mail accounts as well as keep email distribution lists up-to-date
• Create and post announcements via internal sites/comms channels
• Create / assist with presentations (e.g. in PowerPoint) to key stakeholders and partners
• Coordinate and execute all travel arrangements for team members including flight and hotel booking, visa securing, car reservations and airport pick-up arrangements and immediately providing solutions to problems requiring knowledge of department policies and procedures
• Key contact point for information management (e.g. ensure content of the intranet is up to date)
• Take over administrative and coordinative tasks of department members as requested
• Check and correct problems in existing systems and processes that are not immediately evident
• Support smooth departmental operation during executive(s)'s absence. Maintain communication with executive(s) during periods of travel, prioritize communication, provide information and facilitate or make timely decisions as knowledge permits
• Manage leaders’ agendas on a daily basis and proactively by looking ahead and reviewing the upcoming 3-4 weeks
• Act as a gatekeeper for time by ensuring space between meetings, scheduling blocks for breaks, and adjusting conflicting meetings
• Organize meetings with leaders’ first lines, key business partners and stakeholders across regions and markets
• Schedule preparation time for major initiatives, critical meetings, and reviews
• Ensure leaders are aware of any abrupt changes, upcoming deadlines, and when actions or decisions are needed from them
• Become familiar with leaders’ priorities and KPIs to fully understand which meetings are urgent and of high importance (*Have full understanding of priorities and KPIs)
• When necessary, assign delegates from leaders’ first lines to attend meetings on their behalf
• For requests coming in, provide leaders with as much context as possible (ex. decisions needed, approvals, pre-reads)
• Ensure leaders are aware of and prepared for upcoming initiatives by staying on top of deadlines and planning ahead (ex. Key HR Milestones, Employee Engagement Activities, ect)
• Collaborate with leadership teams to curate agendas for team meetings based on urgent topics, booking rooms, ordering catering, planning team building exercises, and making any dining reservations
• Orchestrate meetings by presenting decks, keeping people on track/on time, and ensuring that attendees are prepared to share material when applicable
• Organize townhalls and huddles with the help of the Project Manager on the team
• Drive end-to-end delivery of ad-hoc projects and ensure follow-through
• Assist HR with People Workshops such as Leadership Integration and Calibrations
• Order office supplies
• Administration of investment request workflow
• Coordination and administration of video conferences
• Supporting office setups and moves within HQ
• Maintain vacation overview for team
• Proof reading of documents/presentations
• Understand and provide information about standards and processes (e.g. T&E guideline)
• Attend meetings and take notes/capture meeting minutes
• Manage expenses and approvals, including travel expense reports
• Act as main point of contact for leaders supporting with ad-hoc requests coming from leaders and first line teams
• Manage documentation and information archiving (ex. Teams, SharePoint, etc.)
• Manage distribution lists and communication groups

• 6+ years of experience supporting senior leaders
• Experienced in job and fully qualified/trained
• Combined theoretical and practical knowledge incl. company policies and practices
• Good knowledge in related job areas
• Excellent knowledge of Microsoft Office (particularly Excel, PowerPoint, Word, Outlook, internal social comms channels)
• Very good command of English both written and spoken
• Strong communication skills
• High level of service orientation in dealing with internal and external stakeholders/customers
• Good understanding of numbers
• Good organizational skills
• Project management experience preferred
• Excellent SAP/Concur knowledge preferred
• Excellent PC software skills
• Excellent knowledge on new media & applications

• Project management experience
• Excellent SAP/Concur knowledge

Hybrid work policy which requires attendance in the office Monday through Thursday, with the flexibility to work remotely on Friday each week