The Executive Administrative Assistant will provide general administrative and operational support to the General Manager and to the Executive Leadership Team. Under the general direction of the GM, the Incumbent will work independently once assignments are made. To thrive in this environment, one must be able to work in a collaborative team environment and have the ability to manage deadlines and priorities in a fast-paced work setting.
Arrange detailed travel plans and itineraries for the executive management team; compile documents for travel-related meetings.
Coordinate with HR in organizing Town Hall meetings as well as monthly and quarterly staff/board meetings including scheduling, preparing agenda and presentation materials, and planning operational logistics.
Prepare agendas, notices, minutes, and resolutions.
Help organize annual sales events and conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers.
Manage team calendars and schedules appointments; manage conference rooms reservation calendar.
Coordinate with Marketing in setting-up and managing GM’s daily social media presence in professional forums; monitor and participate in online conversation to build brand interaction and visibility of GM as an industry influencer.
Coordinate with HR to ensure data integrity within GM’s direct report structure in the system of record.
Assist in troubleshooting employee intranet access issues and coordinate with HR office and equipment set-up of new hires within GM’s team.
Ensure all office needs are dealt within a timely manner such as conference room availability, supplies, guest offices ready, etc.
Coordinate with the Safety Manager and Building Engineer on resolving office space needs as they arise such as mitigating potential safety hazards, maintenance requests, etc.
Organize document filing in the executive management area; take charge of record keeping processes for office and coordinate the electronic storing of documentation for reference purposes.
ESSENTIAL EXPERIENCE, SKILLS & QUALIFICATIONS
Associates Degree is required.
A minimum of 2 to 4 years of equivalent experience with demonstrated success in a similar role.
Experience with working in a c-suite environment and acting a personal assistant
Strong working knowledge of Microsoft Office suite (Outlook, Word, Excel, and PowerPoint).
Previous exposure to online, self-service employee portals and other online employee system-related work environments.
Interaction with company business partners and internal and external customers at all levels and discretion in dealing with sensitive matters is of utmost importance; the ability to maintain confidentiality of all correspondence, and corporate, personnel, and employee matters.
Strong project management and time management skills.
Effective interpersonal skills.
Excellent verbal and written communication skills.
Unilever PLC, incorporated on June 21, 1894, is a fast-moving consumer goods (FMCG) company. The Company's segments include Personal Care, which primarily includes sales of skin care and hair care products, deodorants and oral care products; Foods, which primarily includes sales of soups, bouillons, sauces, snacks, mayonnaise, salad dressings, margarines and spreads; Home Care, which primarily includes sales of home care products, such as powders, liquids and capsules, soap bars and a range of cleaning products, and Refreshment, which primarily includes sales of ice cream and tea-based beverages. The Company's geographical segments include Asia/AMET/RUB, The Americas and Europe. The Company operates in more than 100 countries, selling its products in more than 190 countries. The Company operates approximately 310 factories in over 70 countries. It operates a network of over 400 warehouses globally.