Overview:
We are PepsiCo
PepsiCo is proud to be one of the world's leading food and beverage companies. Every day, we are dedicated to bringing our mission to create more smiles with every sip and every bite to life. Our products are enjoyed more than one billion times a day in more than 200 countries and territories around the world. Our portfolio — including Lay's, Doritos, Gatorade, Pepsi and Quaker — consists of many iconic brands that generate more than US $1 billion each in estimated annual retail sales, helping to deliver more than US $70 billion in net revenue in 2020.
Guiding PepsiCo is our vision to Be the Global Leader in Beverages and Convenient Foods by Winning with PepsiCo Positive. Through PepsiCo Positive, we are charting a new course to drive positive action for the planet and people. PepsiCo Positive is an end-to-end strategic business transformation with sustainability at the centre of how we will create growth and value by operating within planetary boundaries and inspiring positive change.
In South Africa (SA), you will find our products across the region at breakfast, lunch or dinner. At the gym or on the field. In the office or on the go. We refresh, restore and rejuvenate our consumers all day, every day with our key brands including Simba, Lay's, Liqui Fruit and Bokomo range of cereals. PepsiCo SA employs more than 13,000 people across our three business divisions: Bakeries, Grains, Foods, Fruit, Snacks, Juice & Beverages.
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
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 offsite
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
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