Executive Assistant

**KEY WORKING PARAMETERS**

**Focus, Scope, & Impact**:

- The Executive Secretary will typically support the Function leader and their direct reports, including remote support for those based in other countries. He/she will help them and their wider team as required with their travel, expense reporting, and general administrative duties. In addition, he/she will also provide team support on Purchase Order/Requisitions (PO/PR) and team events as well as other ad-hoc requirements.
- As part of a wider network of Executive Secretaries, he/she will support colleagues to share workload as required, especially during times of peak workload or absence

**Work Focus**

Travel & Expenses
- Arrange travel logistics, such as air tickets, visa requirements, hotel, and ground transport
- Liaise with local hosts on agenda, room reservations and facilities
- Prepare trip itinerary prior to each trip, as needed
- Assist with other team members and guests traveling to different countries
- Complete timely and accurate submission of expense reports
- Maintain record of expense report submissions and reconcile against expenses paid
- Review charges on credit card for business travel; ensure that all expense reports are processed and paid on time

Purchase Order/ Requisition
- Manage PR/PO process for vendor contracts, including preparing contracts using company systems, ensure compliance with correct processes and policies
- Follow up on required supplier information, POs, payment process and queries, and communicate PO to the supplier once properly approved

Meeting Management
- Organize meetings, videoconferences, and teleconferences as requested
- Ensure technology is available and working for the meeting
- Organize catering and any special requirements for the meeting
- For major meetings and events, serve as key member of the planning and execution team

**KeY SUCCESS PARAMETERS**

Experience required
- Minimum 5 years of administrative/secretarial experience in a corporate/professional environment, with progressive responsibility
- Experience supporting senior corporate executives
- Experience working in multi-cultural environment or matrix organization structure
- Professional secretarial certification or Diploma or Degree

Qualities:

- Attention to detail and strong sense of ownership
- Calm efficiency under pressure
- Positive outlook and attitude
- Tact and diplomacy, especially in stressful or conflict situations
- Absolute discretion and confidentiality
- Skillful planning and organizing
- Proactivity and self-starter able to work independently
- Strong teamwork
- Strong and clear communication skills and English writing skills

**Skills**:
Administrative Tasks; Purchase Orders; Payroll; English Grammar; Processing Expense Reports; Travel Coordination; Workflows; Computer Applications; Executive Support; SharePoint; Microsoft Office; Database Entry; Office Management; Data Collections
**Our Purpose and Growth Culture**:
We are taking deliberate action to nurture an inclusive culture that is grounded in our company purpose, to refresh the world and make a difference. We act with a growth mindset, take an expansive approach to what’s possible and believe in continuous learning to improve our business and ourselves. We focus on four key behaviors - curious, empowered, inclusive and agile - and value how we work as much as what we achieve. We believe that our culture is one of the reasons our company continues to thrive after 130+ years. Visit Our Purpose and Vision to learn more about these behaviors and how you can bring them to life in your next role at Coca-Cola.