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Sector: Administration and Secretarial
Role: Assistant
Contract Type: Permanent
Hours: Full Time
Job Description:
The purpose of the role is to provide EA support to 3/4 Regional Vice Presidents of Mars Pet Nutrition Europe. The candidate must have excellent organisational skills, be able to make sound judgements and decisions when required, provide solutions to any issues that arise and effectively collaborate with senior leaders and other associates. The role will be based in our Paddington office which is dog friendly and has excellent transport links with the options for working from home on a flexible basis. However, attendance on site will be mandatory for large meetings or as and when requested by VPs.
This role will report to a senior executive assistant which will enable aligned support to the team.
What are we looking for?
* Candidates are required to have functional/technical proficiency in Microsoft Office & Outlook, Teams, Sharepoint, etc. and should be digitally agile.
* Previous experience in large, global FMCG, matrixed organization would be beneficial.
* Previous experience of providing executive administrative support and coordinating events is essential, ideally working with / for senior leaders / international associates.
* In-depth knowledge and experience writing and managing minutes and managing the decision making forums is essential for this role.
* This role requires a high degree of independence and motivation to prioritise workload as well as the resilience and ability to manage at very high pace while remaining calm under pressure.
* The candidate must be an excellent communicator both written and verbally.
What will be your key responsibilities?
* Excellent at dealing with sensitive and confidential information showing exceedingly high integrity & trust and ability to work discretely in an open office environment.
* Function as first point of contact for the VPs for any requests and/or meetings - both internally and externally.
* Provide exceptional administrative support to the VPs, including different projects and agendas. This will include diary management, anticipating events and deciding upon action required, acting upon key requests, and resolving issues as they arise. Being proactive is key to the role.
* Once travel restarts again, able to plan & execute complex and challenging domestic and international travel. Obtaining all necessary visas and travel documents as needed.
* Locate, organise and process all expenses using appropriate systems in a timely manner.
* Raise POs using Ariba and effectively manage supplier expectations.
* Plan events during the year as required including contracting hotels, ground transportation, meeting facilities, caterers, restaurants, etc.
* Take the initiative to identify and undertake opportunities that add value to the efficient operation of the role.
* Provide meeting management support to committees and regional meetings as needed, including meeting rooms, minutes, actions and room bookings.
* Liaise & network with other business assistants to learn and implement best practice for your VPs.
* Provide holiday cover to the other Regional EAs as needed.
What can you expect from Mars?
* Work with diverse and talented Associates, all guided by the Five Principles.
* Join a purpose driven company, where we're striving to build the world we want tomorrow, today.
* Best-in-class learning and development support from day one, including access to our in-house Mars University.
* An industry competitive salary and benefits package, including company bonus.
Mars is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. The company is pleased to provide such assistance, and no applicant will be penalized as a result of such a request.
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