Administration Assistant at The Coca -Cola Company

Job description

Position Overview

JOB SUMMARY:

• Provides all administrative support to the Function including Director and team members.
• Proactively anticipate and resolve administrative issues that allow business continuity and minimize disruption with the ability to work independently and handle a variety issues.
• Act as a key liaison and primary contact for all processes and policies related to the administration of the BU Functions that requires correspondence with internal & external senior level leaders, travel, vendor & calendar management, expense report processing and any associated travel needs.
• Plan for and execute team events including Business Meetings with internal and external stakeholders and team celebrations.
• Manage budgets for the department/s, including processing of all payment schedules like PO, PR etc.

Key Duties/Responsibilities

• Calendar Management & General Admin Support for the Director
• Manage calendar and daily agenda for the Director.
• Coordinate and manage all internal and external meetings, conference and video calls
• Help maintain team calendars and agendas, support the team in becoming more effective and ensure clear communication across the function
• Place local and international telephone calls, answers, screens, routes incoming calls, takes messages if required
• Support with preparation of documents as needed
• Organizes and maintains filing system to include follow-up files, reminders to key stakeholders
• Create and/or edit correspondence, documents and forms
• Manage any other admin requirements such as driver, payments and associated translations; notarizations, certifications as required

Event & Cost Management

• Meets and greets visitors. Make arrangements for outside guests (ie. ground transportation, meeting rooms and technical requirements coordination, visa letters, meeting arrangements with local staff, dinner)
• Organizes and manages team celebrations and events
• Supports the function in organizing team off-sites
• Coordinates special events/meetings with related vendors/parties as requested
• Vendor Management including processing of payments
• Raise POs and manage PRs. Manage the process flow for payments.

Travel Management Support for the Team

• Make travel arrangements and coordinate across local and global agencies: hotel, flight reservations restaurants, transportation and prepare itinerary.
• Visa and immigration assistance with required documents, coordination and managing required appointments—coordinating with immigration agencies, consulates and embassies
• Create and maintain travel itineraries and files
• Partner to manage travel budget and addressing any discrepancies that may occur

Expense Management for the Team

• Process and manage submission of all expense reports and other expenses in SAP
• Monitor reimbursements and reconciling via excel spreadsheet, payment advises and credit card statements
• Create Purchase Orders, monitor progress in the system (Maintain the PO file and update as required
• Follow up on budget availability with accounts and working with accountants when special arrangements need to be made
• Submit contracts and agreements in KoSignIt

Communication Complexities

Ongoing intra-departmental interactions as well as frequent external interactions on issues that require a very high level of social and organizational sensitivity. Frequently serves as liaison for sensitive information across operating units.

The incumbent must maintain absolute confidentiality in all matters relating to the function.

Within the Company

• Senior management at Corporate and BU levels and their assistants (Directors, BUP’s and their Assistants)
• Various Sr. level key stakeholders across functions

Outside the Company

• Senior Level Multi-national leader, etc.
• Bottler Leadership
• Government agencies and Embassies
• Various Vendors: Travel agencies, Hotels, Car rentals, event planning agencies, etc.

Analysis

• Work involves multi-step administrative task that requires knowledge across multiple functional areas
• Ability to manage complex and or ambiguous situations intelligently and independently with the ability to take the appropriate action as necessary
• Proactive, and is able to think through implications of actions
• Can think long term and short term and plan effectively for both scenarios
• Calmness under pressure a must.
• Strong composure, good judgment a requirement.
• Strong project management skills is a must

Judgment And Decision Making

• Works under very general direction and minimal supervision; plans, schedules, and arranges own activities; work is reviewed for soundness of judgment and overall accuracy.
• Performs with discretion and has sufficient judgments and knowledge of the business to act independently in administrative matters if required. Generally follows set procedures but may deviate from procedures and schedules when necessary.

Innovation

• Developing and implementing new administrative systems, such as expense control management
• Ongoing process improvements and develop and bring forth best practices
• Helping build moments of inspiration in the team through celebrations and other engagements

Qualifications / Competencies / Skills

Leader of Self

General Office Management

• Methodical, detailed and with a high sense of urgency
• Excellent communication skills
• Ability to work under pressure with tight deadlines and in a fast paced environment
• Effective Time Management
• Proactive and detail oriented
• Good communication skills – both verbal and written
• Strong sense of aesthetics and can make judgment calls based on needs especially for events

Technical Competencies

• Builds strong value-based Relationships
• Builds Sustainable Organizational Capabilities
• Leverages and Respects Others
• Strong negotiation skills
• High level of confidentiality and integrity
• Strong attention to detail, planning and organizing skills
• Writing effectively
• Ability to inspire confidence and trust in others
• Client/external focus.
• Intermediate to advanced computer skills-MS Office, SAP, MS Project

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 & 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.

Related Experience Requirements/ Qualifications

Ideally 10+ years related working experience with Sr level leaders
Educational Requirements
University/Bachelors degree

Preferred Qualifications
Proficiency in English is required.

Cultural Diversity

• Ability to interact with a diverse stakeholder group
• Multiple ethnic and cultural exposure both internally and externally.

TRAVEL REQUIREMENTS: Minimal

Additional Information

• Strong knowledge or prior exposure to other department and functions.
• The individual will be required to foster relationships so the ability to develop and maintain relationships, and to manage different types of personalities will be key
• The individual will be dealing with extremely high level contacts both internal and external so a strong knowledge and understanding of office and other etiquette and a good working knowledge of current affairs as well as the hierarchy both internally and externally related to the role will be key.
• The individual will be faced with fast changing situations as well as unfamiliar situation. The ability to think on ones feet and develop appropriate responses to changing situations will be key.