Job Description

To provide support to the Group Manufacturing and Supply Director to maximize their efficiency within the function. Providing admin support to the wider Leadership team to achieve the objectives and goals. Provide office support to the team and ensure standards are maintained in the working environment.

This role has a broad and varied remit and the successful candidate will have responsibility for duties including:

• PA support to Group Manufacturing & Supply Director and thus supporting the effective delivery of the Strategy
• To support the effective use of the Directors time and maximizing their ability to contribute to the management of the group
• Active diary management, across time zones, of the Exec ensuring the highest levels of accuracy, presentation and confidentiality at all times
  • Includes supporting receipt of emails
  • Calendar management
  • Task monitoring
  • SharePoint and directory management
• Plan and priorities a demanding schedule and gather materials to support all appointments including PowerPoint, outlook, word and excel and other documents
• Ability to multi-task and flexibility to re-prioritize in a changing and fast paced environment
• Arrange travel requirements for exec and team/site visits with travel reservation and itineraries
• Support organization of recruitment and processes associated with on boarding of new key direct reports.
• Organize workshops, meetings, site visits, room bookings and refreshments (including across sites)
• Assist with event planning (functional meetings – monthly and senior team meetings across team including Christmas party and other social activities
• Organizing relevant activities for our colleagues
• Deciding on priorities/actions for all queries. Respond to correspondence referring to the Senior Executive only where necessary.
• Priorities the Senior Executive's workflow, using own initiative and judgment from knowledge of key issues as to what action needs to be taken and when more complex issues require escalation.
• Engage with stakeholders within the team and outside, clarifying requirements to support business decisions.
• Support group travel to minimize cost and travel time across team
• Office support for our building including, fire alarm, stationary, office refreshments, door monitoring, support for meeting rooms within the building.
• Co-ordination of maintenance and other key activities to support a streamlined approach between the office manager
• Liaise with IT for equipment in office, as appropriate
• Daily support of office including post, answering phone and broad support for other key members of company as required, particularly where of strategic importance to increase collaboration.

Required Knowledge, Skills, and Abilities

• Experience of working with executives and senior leaders
• Diary management
• Co-ordination of travel plans across multiple destinations
• Administration experience
• Support of a 24/7, multi country, cross cultural large workforce organization
• Management of events
• Attention to detail
• High Integrity/confidentiality
• All round commercial/business understanding and the ability to differentiate impact of priorities
• Effective time management on behalf of supported team
• Excellent MS Office skills
• Product Knowledge