Executive Office Admin Assistant

Job description

DESCRIPTION & REQUIREMENTS:

Position Overview:

Executive Office Admin Assistant (maternity cover)

Main duties:

Front Office
• Answer all incoming phone calls and handle or redirect as appropriate;
• Manage phone coverage utilizing phone back-up procedures to ensure calls are answered;
• Identify, classify, maintain, and protect files, documentation and sensitive information consistent with record handling and retention requirements;
• Register, meet and escort guests;
• Control access, announce and guide visitors to employees, departments or meeting rooms (security control, checking-in/out in and hand out of badges);
• Coordinate logistics for guests or field associates;
• Take part in visitor reception activities, organization of meetings. Maintain appointment schedule, agendas, conference calls, catering and room facilities; meeting rooms reservation and preparation, snacks\coffee\tea\water providing; taxi requests, reservations etc.;
• Troubleshoot day-to-day issues in order to promote the smooth, efficient operation of the office;
• Maintains lobby, conference rooms, and coffee area in an orderly appearance;
• Calls vendors for office equipment repairs (coffee-machines, coolers, etc.);
• Maintains professional relationships with office staff;
• Review, organize and distribute incoming and outgoing correspondence, delivery of parcels (presents) in-time, including complete of all documents for customs clearance (e.g., DHL, FedEx, ASD express);
• Prepare shipping documentation;
• Makes sure all supplies are sent on due time;
• Makes sure goods reach the correct destination;
• Administer support on providing relevant information to Bottlers and Business Units;

Administrative support to General Manager:
• Planning and arrangement of internal and external appointments, respective scheduling of working calendar of General Manager;
• General Manager expenses reports preparation and requests arrangement;
• Administrative support of internal meetings of LT: agenda consolidation, presence control, compilation of relevant minutes;
• Copying, printing, scanning of documentation by manager’s request;
• Check the documentation provided to General Manager for signing; arrangement of signing of such documentation by General Manager;
• Organizing all business trips for GM (visa support, transport and hotel booking according to business trip policy);
• Complete of letters of attorney and applications for GM;
• Collection of signatures on business trips documents and providing them to Accounting;
• Event management covered by GM budget
• Support during relocation process
• Obtaining, prolongation and cancellation of residence and work permit

Office management:
• Handle domestic and international travel arrangements to include air, hotel, ground transportation as well as visa/passport processing as necessary;
• Co-operation with Global Traveling team: update of information about corporate rates in preferred hotels \ personal numbers for new employees etc.
• Update information about new employees (Phone list, birthday list, badge registration, business card and mail signature);
• Performs several clerical duties for management.
• Coordinate internal and external meeting logistics (including booking of hotels for guests, visa support, transfers arrangements etc);
• Order office supplies and maintain inventory to ensure availability of resources: stationery, subscriptions, food, soft drinks, coffee and tea;
• Internal and external Marketing, HR and PA&C events support: facilities supply and delivery coordination of refrigerators, soft drinks in Kiev and over Ukraine;
• SAP vendors administration: update\ change vendor information in SAP (new name, payment details and address and MFO), create of new vendor;
• Contracts support: Coordinate agreements review, update and approval of it via e-mail  for administrative department; Agreements record in KO SignIT for administrative, finance and legal department;
• Takes inventory and analyses all documentation such as invoices, bills and other supply documents; Register of all invoices for sampling in report for Accounting Dpt. for monthly reconciliation of accounts; prepayment of split for administrative invoices;