Executive Assistant - PepsiCo Park CDC Snacks at PepsiCo

Responsibilities

What we’re looking for:

• We are looking for an Executive Assistant to join our dynamic team. The role is physically located in Germiston, Gauteng (PepsiCo Park) reporting to the Senior Supply, Planning and Logistics director. The incumbent is required to provide professional and effective secretarial, administrative and financial processing support to the Directors and members of the Leadership team.  To manage and co-ordinate efficiently run processes relating to travel, hosting of high-profile delegates, events co-ordination, end to end facilities management of the PEP Park Office, procurement processes and relevant internal systems as well as diary management. The role requires a confidential Executive Assistant with a high level of professional acumen, who supports the Senior Supply Planning & Logistics Director amongst others; as well as identified members of the Leadership team. This role requires an incumbent with a high level of initiative in handling business and travel arrangements, co-ordinating events and meetings, expenses, diary management, re-routing urgent matters for attention in the absence of the senior leaders, managing vendors and the procurement process and communicates with company senior leaders and executives outside of the organisation.

The successful candidate will also be responsible for the following:

• Manage end to end building maintenance of the office area; weekly health inspection and pest control
• Manage weekly canteen supplier meetings
• Overall management of the canteen; stock, canteen cards, customer complaints and function bookings
• Liaise with canteen manager on canteen consumables orders and daily menu
• Arrange bookings for medical induction and security for suppliers and contractors
• Manage the Tuckshop on site by ensuring safety protocols are adhered to, booking times and manning the till – is the latter not Jennifer Dookie? The PA must facilitate, but Jennifer must manage
• Oversee the postal onsite
• Manage 2 direct reports ie. Company Drivers
• Manage water supplier schedule onsite for both admin and Warehouse
• Manage and track boardroom bookings schedule – Ensure the correct booking procedures are used for booking of meeting rooms
• Managing 3rd party cleaning company and services provided
• Order and manage consumables for site
• Overall management of functional Directors and Senior Leaders office in a professional manner that reflects the core values of the Company, and supports the strategic responsibilities and objectives of the Function.
• Liaise with, and support of, key strategic suppliers, customers, external Agencies and other members of the executive team, non-executive directors, shareholder representatives and other senior stakeholders in both the public and private sectors in order to ensure ongoing and constructive relations.
• Organisation of Directors and Senior Leaders daily activities and management of electronic diary which involves management of external and internal meetings, conference calls, events, etc.
• Provide general and diverse administrative support for Directors and Senior Leadership Team
• Coordinate guest visits (incl. high profile delegates), programme, accommodation, transport and meetings.
• Attend to e-mails, including prioritisation thereof and handling within area of accountability in the most efficient way.
• Handle internal and external calls efficiently and professionally.
• Compile documents, reports and presentations for various meetings as and when required.
• Plan and manage all international and local travel arrangements and itineraries - visa application, accommodation, flight arrangements, and arranging transportation.
• Maintain an efficient filing system.
• Manage contacts to ensure up-to-date database entries and track key relations.
• Strongly Demonstrate minute taking of Functional Team meetings
• Alignment with COSO Control and Control Team
• Complete T&E accurately and timeously for Directors and leadership team
• Engage with suppliers were relevant and ensure timeous payment through the management and execution of the internal procurement process
• Execute their work in line with internal system platforms (CONCUR, SAP, etc)
• Manage the purchase of office supplies and all other items needed.

Finance Support

• Monitor and manage relevant budgets and project costs
• Monitor office, travel and meeting expenses on a monthly basis
• Monthly reconciliation of the G&A budget vs. AOP & forecast
• Ensure sign off of the budget with Finance for Flash preparation
• Manage and ensure business compliance
• Management of all P2P payments with regards to Directors and their Functional team’s travel and expense report

Qualifications

What will qualify you for the role

• 3-year Tertiary Qualification / Secretarial Qualification
• Minimum of 5 years’ experience as an executive assistant in a corporate environment / CEO /Senior Vice President
• Experience as an Executive Assistant to 3-5 Senior Directors Simultaneously and leadership teams
• Flexible work arrangements and hours
• Own vehicle and drivers license
• Excellent administration & organisational skills
• Excellent report writing skills
• Document management
• High degree of computer literacy: Outlook, Power Point; Excel & Word, Publisher, SAP Professional
• Minute taking of Executive Meetings
• Conference & events management experience onsite and offiste
• Confidentiality
• Professional communication
• Strong Interpersonal skills with the ability to influence and relate to people from diverse backgrounds
• Strong organisational and methodical skills
• Attention to detail
• High levels of self-motivation
• Passion for service excellence
• Ability to work under pressure
• Drive for results
• Integrity and Respect for others
• Ability to deal with Complexity
• Creative Influencer and Proactive Thinker
• Ability to adapt quickly