Executive Assistant needed at Nestle

A day in the life of an Executive Assistant:

Management of the office of NimCom Member:

• Manages the Executive Committee NimCom members complex calendar independently
• Screens incoming calls & correspondence as and when required by the Executive Committee  member
• Organizing 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 admin
• Tracking and follow up of Action Items
• Arranges 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 Head
• Communicates with company senior managers and executives and external stakeholders.

Management of the office of the NimCom Member

• Manages the NimCom members complex calendar independently
• Screens incoming calls & correspondence as and when required by the NimCom member
• Organizing 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 NimCom members day so that enough time is allocated for strategy, preparation, and admin
  Tracking and follow up of Action Items
• Arranges 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 Head
• Communicates with company senior managers and executives and external stakeholders
• Managing NimCom members deadlines to ensure they are met

Event Management:                                                   

• Manages events and conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers and involvement in budget control
• Deliver on projects assigned by NIMCOM member by ensuring proper planning, execution, monitoring and coordination of the projects on time and achieving agreed project objectives/goals
• Organises and plans logistics (i.e. facility selection, menu planning, transportation arrangements and audio/visual equipment) for external company meetings, special events and conferences
• Negotiate prices where necessary & ensures protocol is followed & policy parameters are followed
• Evaluation & 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 attendees
• Review of all diary entries with Executive Committee  Member on a regular basis to ensure smooth running of same
• Advise Executive Committee  Member on how to leverage on different functional events by sharing calendar and maximising on the events and meetings already booked
• Co-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 policies
• Ensures 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 Department
• Ensure accuracy of the Departmental Outlook Distribution List
• Maintain an up-to-date Contact List for the Department

Procurement & 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 Receipts
• Reconciling Expenses: Manage the liquidation process by reconciling the Executive Committee  member’s expenses & Own expenses within the policy guidelines

What will make you successful:

• Post Matric qualification i.e., Business Administration Qualification
• 5 years’ experience as an Executive Assistant or PA
• Knowledge of SAP
• Must be able to maintain a high level of integrity, confidentiality and professionalism.
• Must be assertive, business minded and results driven
• Team Player: must be able to work effectively in a team and contribute willingly in order to accomplish set goals
• Must be Approachable, and be comfortable with people from ALL levels
• Must 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 turnaround
• Must be able to conform to all internal and standard company procedures
• Must be able to handle pressure effectively and cope with a high volume of tasks and projects
• Must have effective writing skills
• Must be able to work flexible hours
• Must have own mode of transport
• Must be able to take minutes & record information correctly
• Exceptional organizational skills and impeccable attention to detail
• Strong ability to execute work with a diversity, equity, and inclusion lens
• Ability to switch gears at a moment’s notice
• Requires initiative & extensive knowledge in handling all business and travel arrangements
• Proficient 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 detail
• High level Project and Office Management skills