Executive Personal Assistant at PepsiCo

Main Purpose
The incumbent is required to provide professional and effective secretarial, administrative and financial processing support to the Directors and members of the Leadership team. To manage and co-ordinate efficiently run processes relating to travel, hosting of high profile delegates, events co-ordination, procurement processes and relevant internal systems as well as diary management.

A confidential Personal Assistant with a high level of professional acumen, who supports the CMO Director amongst others; as well as identified members of the Leadership team. This role requires an incumbent with a high level of initiative in handling business and travel arrangements, co-ordinating events and meetings, diary management, Re-routing urgent matters for attention in the absence of the senior leaders, managing vendors and the procurement process and communicates with company senior leaders and executives outside of the organisation

Accountabilities

• Overall management of functional Directors office in a professional manner that reflects the core values of the Company, and supports the strategic responsibilities and objectives of the Function.
• Liaise with, and support of, key strategic suppliers, customers, external Agencies and other members of the executive team, non-executive directors, shareholder representatives and other senior stakeholders in both the public and private sectors in order to ensure ongoing and constructive relations.
• Organisation of Directors day and management of electronic diary which involves management of external and internal meetings, conference calls, events, etc.
• Provide general and diverse administrative support for Directors
• Coordinate guest visits, programme, accommodation, transport and meetings.
• Attend to e-mails, including prioritisation thereof and handling within area of accountability in the most efficient way.
• Handle internal and external calls efficiently and professionally.
• Compile documents, reports and presentations for various meetings as and when required.
• Plan and manage all international and local travel arrangements and itineraries - visa application, accommodation, flight arrangements, and arranging transportation.
• Maintain an efficient filing system.
• Manage contacts to ensure up-to-date database entries and track key relations
• Demonstrate minute taking of key Functional Team meetings
• Alignment with COSO Control and Control Team
• Complete T&E accurately and timeously for Directors
• Engage with suppliers were relevant and ensure timeous payment
• Manage the purchase of office supplies and all other items needed.

Qualifications/Requirements

Key skills / Requirements

• 3yr Tertiary Qualification / Secretarial Qualification
• Excellent administration & organisational skills
• Excellent report writing skills
• Document management
• High degree of computer literacy: Outlook, Power Point; Excel & Word, Publisher, SAP Professional
• Minute taking of Executive Meetings
• Minimum of 5 years experience as an executive assistant in a corporate environment / CEO /Senior Vice President
• Conference & events management experience as per PA experience
• Experience as an Executive Assistant to 3-5 Senior Directors Simultaneously
• Confidentiality
• Professional communication
• Strong Interpersonal skills with the ability to influence and relate to people from diverse backgrounds