WECA Executive Assistant - Gauteng at PepsiCo

Responsibilities

• This role supports the WECA HQ and other functions (Legal, HR, Franchise, Finance and Business development) with general office facilities and administrative duties.
• Overall management of the functional Directors in a professional manner that reflects the core values of the Company and supports the strategic responsibilities and objectives of the respective functions.
• Builds and maintains effective working relationships with internal departments and acts as liaison to identify and remedy issues.
• Liaise with, and support, key strategic bottlers, 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.
• Manage calendars, vacation schedules and backfill coverage (as and when required).
• Establish measurable PDR Objectives and Developmental Actions for the Administrative Team within WECA.
• Provides training and develop capability of WECA Administrative Team.
• Organization 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.
• Maintain high level of integrity and professionalism in handling confidential material on a daily basis.
• 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.
• 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 expenses accurately and timeously for Directors.
• Engage with suppliers where relevant, and ensure timeous payment.
• Manage the purchase of office supplies and all other items needed.
• Monitor and manage relevant budgets and project costs.
• Monitor office, travel and meeting expenses on a monthly basis.
• Monthly reconciliation of the G&A budget vs. AOP & forecast.
• Manage and ensure business compliance.
• Management of all P2P payments with regards to Directors and their Functional team’s travel and expense report.

Qualifications

• Bachelor’s degree preferred
• Excellent administration & organizational skills
• Highly proficient in Microsoft Office (Word, Excel, Access, PowerPoint)
• Excellent report writing skills
• Meticulous Document management
• SAP System Knowledge
• Professional Minute taking of Executive Meetings
• Excellent interpersonal & communication skills
• Ability to work in a fast-paced, diverse environment while managing multiple tasks
• Minimum of 5 years’ experience as an executive assistant in a corporate environment / CEO /Senior Vice President