Job Description

KEY WORKING PARAMETERS Focus, Scope, & Impact:

• The Executive Secretary will typically support the Function leader and their direct reports, including remote support for those based in other countries. He/she will help them and their wider team as required with their travel, expense reporting, and general administrative duties. In addition, he/she will also provide team support on Purchase Order/Requisitions (PO/PR) and team events as well as other ad-hoc requirements.
• As part of a wider network of Executive Secretaries, he/she will support colleagues to share workload as required, especially during times of peak workload or absence

Work Focus Travel & Expenses

• Arrange travel logistics, such as air tickets, visa requirements, hotel, and ground transport
• Liaise with local hosts on agenda, room reservations and facilities
• Prepare trip itinerary prior to each trip, as needed
• Assist with other team members and guests traveling to different countries
• Complete timely and accurate submission of expense reports
• Maintain record of expense report submissions and reconcile against expenses paid
• Review charges on credit card for business travel; ensure that all expense reports are processed and paid on time

Purchase Order/ Requisition

• Manage PR/PO process for vendor contracts, including preparing contracts using company systems, ensure compliance with correct processes and policies
• Follow up on required supplier information, POs, payment process and queries, and communicate PO to the supplier once properly approved

Meeting Management

• Organize meetings, videoconferences, and teleconferences as requested
• Ensure technology is available and working for the meeting
• Organize catering and any special requirements for the meeting
• For major meetings and events, serve as key member of the planning and execution team

KeY SUCCESS PARAMETERS Experience required

• Minimum 5 years of administrative/secretarial experience in a corporate/professional environment, with progressive responsibility
• Experience supporting senior corporate executives
• Experience working in multi-cultural environment or matrix organization structure
• Professional secretarial certification or Diploma or Degree

Qualities:

• Attention to detail and strong sense of ownership
• Calm efficiency under pressure
• Positive outlook and attitude
• Tact and diplomacy, especially in stressful or conflict situations
• Absolute discretion and confidentiality
• Skillful planning and organizing
• Proactivity and self-starter able to work independently
• Strong teamwork
• Strong and clear communication skills and English writing skills

Skills: Administrative Tasks; Purchase Orders; Payroll; English Grammar; Processing Expense Reports; Travel Coordination; Workflows; Computer Applications; Executive Support; SharePoint; Microsoft Office; Database Entry; Office Management; Data Collections
Our Purpose and Growth Culture:
We are taking deliberate action to nurture an inclusive culture that is grounded in our company purpose, to refresh the world and make a difference. We act with a growth mindset, take an expansive approach to what’s possible and believe in continuous learning to improve our business and ourselves. We focus on four key behaviors – curious, empowered, inclusive and agile – and value how we work as much as what we achieve. We believe that our culture is one of the reasons our company continues to thrive after 130+ years. Visit Our Purpose and Vision to learn more about these behaviors and how you can bring them to life in your next role at Coca-Cola.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class. When we collect your personal information as part of a job application or offer of employment, we do so in accordance with industry standards and best practices and in compliance with applicable privacy laws.