Executive Assistant

What does an Executive Assistant at Swire Coca Cola do?

At Swire Coca Cola, our Executive Assistants are vital in providing high-level administrative support to our executives and leadership teams. This dynamic role involves managing schedules, coordinating meetings, and handling communications to ensure everything runs smoothly. You'll be responsible for organizing and maintaining executive files, preparing detailed reports, and assisting with exciting special projects. With your exceptional organizational skills, keen attention to detail, and ability to handle confidential information discreetly, you'll be a crucial link between our executives and other key stakeholders.

Responsibilities:

• Provide proactive support to assigned executives and extended leadership teams
• Liaise with key business partners, brand partners, and vendors
• Manage calendars proactively, prioritize and resolve conflicts, schedule appointments, meetings, and agendas, and maintain an organized office
• Plan and organize key function routines (leadership meetings, outings, business planning, etc.), both domestically and internationally
• Engage with stakeholders, drafting critical correspondence with key partners and business associates
• Organize and coordinate travel and related requirements, including travel authorizations, flight tickets, hotel bookings, visas, airport transfers, and expense reports, ensuring all arrangements comply with the Company's Travel Policy
• Arrange meetings, coordinating agendas, presentations, and logistics, such as conference registrations, room reservations, and local travel. Provide hospitality for senior management or guests, including planning and confirming all local logistics support
• Actively manage vendor contracts and agreements, negotiate competitive rates, and communicate pending expirations and renewals
• Perform general clerical duties such as scanning, copying, filing, data entry, collecting and opening mail, and completing various forms (purchase requisitions, shipping requests, travel expense reports, and payment requests 

• Handle travel arrangements for designated executives
• Coordinate meetings locally and involving the Parent Company
• Prepare expense reports efficiently
• Coordinate special events at the corporate level

Requirements:

• Bachelor's Degree in Business related field or other relevant degree
• 2+ years experience as an Executive Administrator or other relevant experience
• Proficiency in MS Office (Excel, Outlook, PowerPoint, Word)
• Proficiency in Concur or other comparable expense management systems

Join us and be part of a team where your skills and enthusiasm will make a significant impact. We look forward to welcoming you to Swire Coca Cola!

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