Executive Assistant - Supply Chain

Overview

Purpose & Overall Relevance for the Organization:
Performs administrative duties for the SVP of Supply Chain Management, primarily focused on executive leadership support. Also supports the day to day administrative operations on behalf of the department as well as supporting personal administrative duties of the SVP of Supply Chain Management.

• 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, etc)

• 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,…