Overview
PepsiCo is looking for an experienced Personal Assistant/Senior Administrator to join our Procurement team in Cork. This role is initially a specified purpose contract of 9 months. In this business-facing role, you will interact and work with a collaborative and progressive group of individuals.
Responsibilities
1. Provide personal administrative support to executive leadership groups, Procurement, Global Intelligence, and other assigned Leadership Teams.
2. Event coordination and budget management for quarterly townhalls, leadership team meetings, and annual or team events.
3. Proactive and responsive travel and calendar management for assigned leaders, maximizing time and effectiveness with a clear understanding of priorities.
4. Coordination of OH/CSR events and initiatives for assigned teams.
5. Management of assigned functional responsibilities, specifically management of contracts, ensuring workflow and approval processes are coordinated and managed.
6. Coordination of meetings onsite and offsite, organization of events, and coordination of several VIP visits.
7. Management of all documentation requirements, pre-reads, and follow-up on assigned responsibilities.
8. Active planning and execution of travel and expenses needs, including all related visa requirements to ensure travel is planned timely and efficiently.
9. Preparation of reports or PowerPoint presentations as requested.
10. Communications point of contact; screen telephone calls, letters, and/or visitors. Interaction point to various individuals and/or departments on behalf of SVP, furnishing and obtaining information from other individuals on behalf of SVP & GM and their direct reports.
11. Ensuring that all administration activities such as reception rota, office supplies, conference room facilities, etc. are maintained to a high standard.
12. Processing purchase requisitions on SAP and managing receipting to ensure budgets are accurate and ensuring invoices are processed within agreed timelines.
13. Managing weekly time and attendance and holiday balances.
14. Leading the identification and execution of administrative and coordination continuous improvement opportunities across the business.
15. Management of ad hoc projects as assigned.
16. The role requires the job incumbent to be flexible and carry out additional duties as requested that might not be included in this list of job responsibilities.
Qualifications
1. Experienced PA/Senior Administrator, with a proven track record providing a bespoke service to a senior leader with global interfaces, ideally within a multinational environment.
2. Systems savvy (including MS Office Suite, SAP, CORE, etc. or equivalent) coupled with strong organizational skills.
3. Excellent communication skills (written and verbal) including an innate ability to professionally deal with internal and external clients, across all levels.
4. Ability to multitask and prioritize several people, diaries, and subsequent demands concurrently and professionally, with impeccable attention to detail.
5. A self-starter, able to work without close direction and anticipate and prepare requirements for meetings and travel in advance.
6. A highly collaborative approach with a strong sense of teamwork and willingness to work with colleagues and other departments, in support of organizational objectives.
7. Strong problem solver in the dissemination of information, e.g., the logistics of travel and the organizing of meetings and events.
8. Exercising sound judgment and decisions when dealing with unexpected issues, all the while maintaining appropriate confidentiality when appropriate.
9. A good level of fluency (verbal and written) in the English language.
Who We Are:
1. We are a Manufacturing Unit in PepsiCo, sourcing ingredients to manufacture more than 1,200 recipes for PepsiCo’s mega brands including Gatorade, 7Up, and Pepsi.
2. We are a global organization offering careers in various functions from Manufacturing, Supply Chain, Procurement, Quality, Finance, R&D, HR, and IT.
3. We are passionate about creating and delivering much-loved household brands to markets across the world.
At PepsiCo, opportunity is for everyone:
1. Recognized as a Great Place to Work in Ireland, PepsiCo fosters a culture of diversity, equity, and inclusion with acceptance and respect for all employees.
2. ‘A space to be you’ is our initiative that creates a collaborative, equitable, and inclusive space where everyone, regardless of what we look like, where we come from, or who we love, has a voice.
3. PepsiCo is a supportive work environment that provides a sense of community for employees. We work with our employees to ensure they have reasonable accommodations they need to be at their best.
4. pep+ (PepsiCo Positive) is a core strategy of PepsiCo, placing sustainability at the center of our business to have a positive impact on the planet and people.
Please note, for the purpose of advertising, we have called this role a Personal Assistant/Senior Administrator; however, on internal systems & contract, your title will be "Global Proc Coordinator".
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