The role supports the VP in SC but works co-operatively and flexibly with other members of Supply Chain Office. The VP 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 VP 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.
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
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.
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 24hrs in advance
Screening all emails and flagging issues; seeking inputs from senior leadership team where necessary to assist VP with issue management.
Working closely with the Communications team on agendas, travel and speaking commitments
Working flexibly outside of core hours
Managing approval processes at the request of the executive
Supporting VP HR with minuting of quarterly people reviews at Global Supply Chain Executive meetings.
Skills/ Experience/ Qualifications:
This role requires proven experience as a Personal Assistant or top level secretary and preferably experience working in a global organisation. It requires discretion and confidentiality.
Previous experience working with a large number of stakeholders internally and externally, ideally within an International framework.
Must be Digitally Savvy
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 have the ability to 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 VP 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, Sharepoint/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, enthusiastic with strong interpersonal skills.
Calm and able to cope with constant change in plans, often at last minute
Trustworthy and sensitive when exposed to confidential information
PA Diploma is desirable but not essential
Unilever is a global Fast-Moving Consumer Goods company in the UK and Ireland. We are already on target to achieve our huge ambition to double the size of our business globally whilst reducing our environmental impact. We are growing our business and also doing what is right for our consumers, community and environment. We are developing brands for people’s lives today and for the changing environment tomorrow - making sustainable living commonplace.
Working at Unilever means that you get to take part in this exciting journey and work with amazing people who are really passionate about our large portfolio of famous brands. We want to improve billions of lives and you too can join us in making a sustainable difference.
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