The role supports the Chief Supply Chain Officer but works cooperatively and flexibly with other members of the Chief Supply Chain Office and Supply Chain Global Leadership team. The Chief Supply Chain Officer travels extensively and requires a PA who is a self-starter and who can interact regularly with a very international network both inside the business and externally. You must be capable of managing your own time effectively, working independently using your initiative and keep the Chief Supply Chain Officer updated on issues arising in their absence.
Main Job Purpose:
To provide pro-active and high-level assistance in a busy and demanding environment ensuring a consistently high level of service.
Complex diary management - managing competing priorities effectively working across multiple time zones.
Organising local and international meetings.
Screening, redirecting, and responding to email correspondence, as appropriate
Responding to queries and requests for information from all parts of the organisation on an ad hoc basis.
Responding to external speculative requests and queries as necessary.
Processing expenses and invoices using relevant systems
Pro-actively tackling issues related to administrative processes to ensure speed and efficiency.
Coordinate monthly management announcement process. Collecting input from Global SC leaders and their HR team, re-writing as necessary, managing version control and ensuring full stakeholder is complete and ultimately liaising with communications team to send out to a specific time line.
Setting up and maintaining both electronic and manual filing systems.
Liaison with internal and external contacts - developing knowledge of key individuals, including PA network and wider supply chain network.
Organising and preparing meeting materials at least 24 hours in advance
Screening all emails and flagging issues; seeking inputs from senior leadership team where necessary to assist CSCO with issue management.
Working closely with the CSCO's Strategy Programme Director and Communications team on agendas, travel and speaking commitments
Working flexibly outside of core hours
Managing approval processes at the request of the executive
Organising meetings of the CSCO's Leadership Team and assisting with the organisation of annual Supply Chain Leadership Forum (70+ individuals with external consultants and speakers)
Travelling with the CSCO / Leadership Team, when necessary to provide administration and event support
Organisation and coordination of international and local travel, including preparation of itineraries, visas, and logistics together with management of out of office requirements
Booking catering and meeting rooms
Skills/ Experience/ Qualifications:
This role requires proven experience as a Executive Assistant /Personal Assistant or top-level secretary and preferably experience working in a global organisation. It requires discretion and confidentiality.
Previous experience working with many stakeholders internally and externally within an international framework.
Excellent written and oral communication skills are important, plus experience in managing office processes and where necessary, developing new approaches to meeting changing needs.
Critically, you must be well organised, able to prioritise tasks of high complexity and can build relationships with an international network and key stakeholders across different levels in and out of the organisation.
Initiative to think outside of the box and connect the dots on topics in order to help the Chief Supply Chain Officer be as efficient as possible
You must be comfortable working in a virtual environment and building collaboration with people from different cultures around the world.
Excellent in Microsoft applications including Outlook, Word, Excel, Power Point, Share-Point/One Drive as well as WhatsApp.
Ability to quickly acquire new IT skills to utilise key company software and systems and assist in promoting the use of new software in the Supply Chain
You must be flexible, have a high degree of maturity, self-confidence, fervent with strong interpersonal skills.
Calm and able to cope with constant change in the CSCO's plans, often at last minute
Trustworthy and sensitive when exposed to confidential information
PA Diploma is desirable but not essential