Qualification: Post Matric qualification i.e. Business Administration QualificationExperience: 5 years' experience at Executive level and SAP knowledgeClosing Date: 07 October 2024Position Summary:We're now looking for an Executive Assistant to support 2 Executive Committee Members. The role will plan, organise, coordinate and control administrative as well as operational activities for the Executive Committee members with a high degree of confidentiality, initiative and judgement.A day in the life of an Executive Assistant:Management of the office of NimCom Member:Manages the Executive Committee NimCom members complex calendar independentlyScreens incoming calls & correspondence as and when required by the Executive Committee memberOrganizing meetings, including scheduling, sending reminders, collate an agenda, ensure timeous pre-reading is provided where needed, minute taking and organizing IT support & catering when necessary.Plan the Executive Committee members day so that enough time is allocated for strategy, preparation, and adminTracking and follow up of Action ItemsArranges complex and detailed travel plans and itineraries, visas, compiles documents for travel-related meetings.Re-routes urgent matters for attention in the absence of the Functional HeadCommunicates with company senior managers and executives and external stakeholders.Event Management:Manages events and conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers and involvement in budget controlDeliver on projects assigned by NIMCOM member by ensuring proper planning, execution, monitoring and coordination of the projects on time and achieving agreed project objectives/goalsOrganises and plans logistics (i.e. facility selection, menu planning, transportation arrangements and audio/visual equipment) for external company meetings, special events and conferencesNegotiate prices where necessary & ensures protocol is followed & policy parameters are followedEvaluation & assessment of new venues for business event requirements.NimCom office support:Provide specialised administration functions involving compiling and arranging data, making computations, laying out and preparing reports, processing and coding documents and maintaining specialised and comprehensive records and filing. Prepares reports and resolves discrepancies.Arranging and making diary entries: Arrangements of meetings including all required resources and confirmation of attendance with attendeesReview of all diary entries with Executive Committee Member on a regular basis to ensure smooth running of sameAdvise Executive Committee Member on how to leverage on different functional events by sharing calendar and maximising on the events and meetings already bookedCo-ordination and management of visit programs for overseas visitors for business trip & assist with personal trips if required: agenda, airport transfers, inland transfers, accommodation arrangements, meeting arrangements with various parties as required by the visitors and the business, feedback and confirmation of arrangements to concerned parties. Ensure that all arrangements are intact at all times.Be knowledgeable of relevant Nestle policies & their location. Ensure adherence to policiesEnsures maximum, efficient operation of all Department facilities and equipment.Plan and co-ordinate departmental specific induction plan for incoming Executive Committee members and new SLT members reporting to Executive Committee, including meet & greet sessions with relevant people, with a view to introduce their various portfolios.Maintain up to date Leave Records for the Department for peak leave periods.Maintain up to date Organogram for the DepartmentEnsure accuracy of the Departmental Outlook Distribution ListMaintain an up-to-date Contact List for the DepartmentProcurement & Finance Administration Support:Purchase Requisitions: Manage & Process PR's for GENEX (general expenses i.e. cost centre related expenses) by ensuring they are properly administered in the system as per the procurement policy. Reconciling and reporting on the status of GENEX Purchase Orders and Goods ReceiptsReconciling Expenses: Manage the liquidation process by reconciling the Executive Committee member's expenses & Own expenses within the policy guidelinesWhat will make you successful:Post Matric qualification i.e., Business Administration Qualification5 years' experience as an Executive Assistant or PAKnowledge of SAPMust be able to maintain a high level of integrity, confidentiality and professionalism.Must be assertive, business minded and results drivenTeam Player: must be able to work effectively in a team and contribute willingly in order to accomplish set goalsMust be Approachable, and be comfortable with people from ALL levelsMust be able to communicate effectively in English with skill of adjusting language and terminology to appropriate levels (as she/he from time to time represents image of director & department)Must be able to take initiative, work independently making appropriate, informed decisions regarding priorities with a quick response or turnaroundMust be able to conform to all internal and standard company proceduresMust be able to handle pressure effectively and cope with a high volume of tasks and projectsMust have effective writing skillsMust be able to work flexible hoursMust have own mode of transportMust be able to take minutes & record information correctlyExceptional organizational skills and impeccable attention to detailStrong ability to execute work with a diversity, equity, and inclusion lensAbility to switch gears at a moment's noticeRequires initiative & extensive knowledge in handling all business and travel arrangementsProficient in Microsoft Office (Outlook, Word, Excel, and Power Point)Strong organizational & planning skills and ability to prioritize multiple tasks seamlessly with a strong attention to detailHigh level Project and Office Management skillsWe are Nestlé, the largest food and beverage company. We are 308,000 employees strong driven by the purpose of enhancing the quality of life and contributing to a healthier future. Our values are rooted in respect: respect for ourselves, respect for others, respect for diversity and respect for our future. With more than CHF 91.4 billion sales in 2018, we have an expansive presence with 413 factories in more than 85 countries. We believe our people are our most important asset, so we'll offer you a dynamic inclusive international working environment with many opportunities across different businesses, functions and geographies, working with diverse teams and cultures. Want to learn more? Visit us at www.nestle.com.
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