Department Administrative Assistant

Job ID: R-23125 Position Overview To provide administrative and secretarial support to members of the department. Key Responsibilities Function Specific Activities: Schedule meetings inside and outside the office: prepare any documentation which may be required and deal with necessary catering or other practical arrangements (often virtual e.g. video-conference, telephone conference, webex etc.).Open and distribute incoming mail, screen telephone calls and type and proof correspondence.Organise travel for team members managing agendas, flight/transfer organization and hotel booking. Suggest most appropriate fares available, according to TCCC policies.Process travel expenses for team members.Input data and run pre-set reports from various databases internal (GCL and Bottling Partners) and external (Customers)Track and report the execution of the international agreements on a scorecard by customer in close collaboration with the Bottling PartnersWhen team members are unavailable, act as first point of contact for requests and queries. Take appropriate action/speak to the relevant people and follow up to ensure that requests are action satisfactorily whilst maintaining the appropriate level of confidentiality.Ensure timely issue of PO and control the process in SAP until the final closing, according to TCCC procedures. Support associates in preparing all necessary documentation for correct issue of PO, e.g. bidding, authorization of new vendors, good receipt posting, follow-up with internal approvers and monitoring of invoices with external suppliers etc.Liaise with the Finance department to solve any budget/accounting issues which may arise in the expenses administration processes.Assisting with the organisation of team meetings and other ad hoc team/company events.Use of PowerPoint to generate presentations to strict deadlinesForge good working relations with other Administrative staff across their specific location and across Western EuropeAd hoc project work and other tasks, as requiredProvide back up to a Senior Leaders PA or other team assistants as requiredThe travel requirement is expressed at 0% because this is not a regular occurrence. However, on some occasions administrative staff may be required to travel either within or outside the Business Unit These duties/responsibilities may vary according to location specific requirements FINANCIAL SCOPE Execute strong financial and operational system/partner routines Advises on most economical travel plans in accordance with travel policy ORGANIZATION IMPACT/INFLUENCE Knowledge base of department and of each leader’s duties. Handles confidential information appropriately and discreetlyHave a good relationship and efficient communication with Bottlers’ representatives Supervisory Responsibilities Leader of Self Related Job Requirements/Qualifications Large corporate environment highly regarded – International coordinationDemonstrated ability to provide proactive quality administrative assistance LEADERSHIP BEHAVIORS Drive Innovation Demonstrate constructive discontent;Question when things can be done better and identify improvement areasTake appropriate risks and learn from mistakesRapidly implement and commercialize approved ideasPropose opportunities for improvementInfluence stakeholders to drive executionApply best practices and learning from other parts of the System Inspire Others Express passion for the System, our brands, business and people; role model and help others become brand ambassadorsHelp others understand our vision and strategies by translating them into day-to-day activities in a compelling mannerPersist in achieving goals in spite of barriers or obstaclesEncourage and support people to meet and exceed their objectives, to bring passion to their workModel behaviors that promote openness, credibility and trust Collaborate with the System, Customers and Key Stakeholders Facilitate agreement with others through listening and understanding their perspectivesMaintain productive and credible long-term relationships with internal and external stakeholdersUnderstand customers’ goals and priorities as a means to ensure customer satisfactionAlign team members’ activities to business goals Develop Self and Others Practice inclusiveness by listening to and leveraging diverse perspectives in the teamWork with team members to identify areas for developmentProvide feedback and model behaviors to help others growIdentify and act upon opportunities to promote, recruit and retain talentAsk for and act on feedback from othersDemonstrate an openness to learn from others and actively share knowledge and experienceSet an example of personal health and wellbeing, and encourage others to adopt similar practices Act like an Owner Focus self and the team on activities that deliver maximum valueMake plans to execute those activitiesSet and accomplish ambitious objectivesHold team accountable for contributing to successful outcomesReinforce actions that support our sustainability plans and initiativesEnsure self and team focus on cost management and productivity FUCTIONAL BEHAVIORS Leads System Alignment Applies a comprehensive knowledge and appreciation of the total system to build trust and credibility with key System StakeholdersLeads a joint planning processBuilds confidence throughout the system through consistent commitment and execution of joint strategies and plansAligns TCCC and System resources and capabilities to ensure effective, efficient, and consistent execution of joint strategiesBuilds an environment that encourages open discussion that ultimately create solutions that benefit the total systemDrives System Alignment through the establishment and institutionalization of effective management routines, processes and in-market interaction.Fosters joint learning and best practice sharing between TCCC and its bottling partners Builds System Health Applies knowledge of total system operations and drivers of economic profit in leading the creation of system valueLeads the development of joint strategies that capture the value from short term, long term, and transformation opportunitiesProtects the integrity of our business through effective stewardship and governance of quality policies and corporate governance initiativesOversees the long term health of the system by monitoring and seeking improvement on key performance indicators (i.e., Brand health, people engagement, customer satisfaction, corporate social responsibility, equity, and financial)Analyses and interrogates the competitive consumer goods landscape to identify risks and opportunities.Builds effective capability of and efficiency in the System by analysing and interrogating current state and leading alliances between key stakeholders. Job Requirements Years of Experience: Growth Behaviors GROWTH MINDSET: Demonstrates curiosity. Welcomes failure as a learning opportunity.SMART RISK: Makes bold decisions/recommendations.EXTERNALLY FOCUSED: Understands the upstream and downstream implications of his/her work. Tracks and shares external trends, best practices or ideas.PERFORMANCE DRIVEN AND ACCOUNTABLE: Has high performance standards. Outperforms her/his peers.FAST/AGILE: Removes barriers to move faster. Experiments and adapts. Thrives under pressure and fast pace.EMPOWERED: Brings solutions instead of problems. Challenges the status quo. Has the courage to take an unpopular stance.