Executive Assistant

PURPOSE
Supports VP Sourcing in all aspects as the coordination partner internally and externally. Provides full service administrative support for leaders and their departments. In parallel, coordinates cross-divisional supplier-facing Sourcing and GOPS leadership communications to maintain alignment of messaging. Leverage knowledge of these key stakeholder groups to coordinate Liaison Office Indonesia cross-team events.

KEY ACCOUNTABILITIES

• Collects, sorts and prioritizes daily mail and correspondence for leaders; responding when appropriate.
• Manages leaders calendar and helps to prioritize & schedule appointments.
• Establishes and performs practices that accurately maintains records/files and efficiently processes information.
• Represents the Department in a professional and courteous manner when interacting with both internal and external customers.
• Organizes, coordinates and manages programs, events or conferences by arranging for facilities and caterer, issuing information or invitations etc.
• Performs day-to-day administrative support services, meeting schedules and facilitation, travel arrangements & visa, shipping, expense reports, and other services for the leaders and his/her department. Provides solutions to problems requiring the knowledge of department policies and procedures.
• Composes and prepares confidential correspondence, operational reports and other complex documents independently, to ensure timely and accurate responses.
• Partners with Administrative counterparts (across divisions and HR) to support local events including live and streaming Town Hall meetings; executive leadership visit activities; Long Service awards, Team live streaming events, relocations and or renovation activities.
• Support cross-divisional and GOPS supplier-facing leadership email communications related to strategy, events (FIFA, World Cup, year-end greeting), and coordinate annual air mail distribution of strategy materials.
• Support supplier-facing events leader with supplier contact list management for annual summit invitation, awards and gala dinner invitation and seating plan.

KNOWLEDGESKILLS AND ABILITIES

• Fluent in English
• Ability to work independently on projects and administration, applying appropriate administrative expertise and decision-making
• Ability to prioritize and execute multiple assignments in a fast-paced environment while working under tight deadlines. Ability to make recommendations that effectively resolve problems by using judgment that is consistent with standards, practices, policies, procedures and regulations.
• Strong computer skills, including but not limited to, MS Word, MS Excel, MS Outlook and MS Power Point
• Excellent verbal and written communication skills in English
• Team player with very good interpersonal skills

QUALIFICATIONS
• Four year College or University degree
• Minimum three (3) years related senior level administrative experience
• Combination of education and experience may be substituted for degree

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