Management Assistant (Head Office)

Job description / Role

- Update the calendar of Sales Director based on meetings, traveling and annual leaves
- Follow up the business trips and annual leaves of population reporting to Sales Director
- Arrange visa requirements and ticket booking ahead of time
- Prepare all documents required for travels and meetings
- Create PR, GR and T&Es using SAP
- Follow up with OBs for the creation and approval of POs and send it to suppliers
- Follow up with suppliers to send invoices to finance department
- Arrange for external meetings and workshops (hotel booking, dinner booking, entertainment booking, meeting room set up, stationary needsetc)
- Consolidate the Best Sales Estimate on a monthly basis from the OPCs and send to Sales Director and Business Controller
- Consolidate the Monthly Commercial Report and Country Factsheets from OPCs and upload on Sales BIP folder
- Consolidate the minutes of the OPC Mancom meetings and send to Sales Director and HRBP
- Consolidate the Org Charts of the Sales team in OPCs
- Receive the EIU reports for the OPCs from Marketing Assistant and send to GBMs on a monthly basis
- Update list of partners on a yearly basis and send to CEO assistant
- Update the address list of CM and GBM whenever needed
- Consolidate the proud moments from OPCs and submit to CEO assistant before the NiM meeting after approval of Sales Director
- Follow up with the team on monthly meeting presentations
- Maintain office systems, including data management and filing
- Contribute to Employee Relations by planning and execution of companys events and activities (Service Awards, Mothers Dayetc)
- Be part of the SHE Committee: Ensure BBSHE observation for the Sales department in HO is on track by end of each quarter and spread awareness
- Support the NCE Champion in the update of activities for the Market OMP and Sales OMP.
- Be the owner of the BBSHE Observation measure during the Monthly Operational Review
- Track Sales HC in the OPCs and report back to HRBP
- Track Staff Requisition Forms submitted for the Sales community from the OPCs to ensure the alignment with approved HC
- Assist the HRBP in different tasks
- Communicate with other departments in order for business to run smoothly
- Answer and transfer inbound phone calls
- Receive and direct visitors
- Distribute incoming correspondence
- Maintain office supply inventories
- Handle birthday cakes and team events/outings

Requirements

- Very good memory, positive and energetic
- Ability to deal closely with contacts and build strong, sustainable relationships
- High computer literacy
- Very good time management skills
- Passionate about the job
- Strong organizational skills
- Excellent communication and interpersonal skills
- Experience in a similar role

About the Company

Nestle with headquarters in Vevey, Switzerland was founded in 1866 by Henri Nestle and is today the world's biggest food and beverage company. Sales for 2006 were CHF 98.5 bn, with a net profit of CHF 9 bn. We employ around 265,000 people and have factories or operations in almost every country in the world.

The Company's strategy is guided by several fundamental principles. Nestle's existing products grow through innovation and renovation while maintaining a balance in geographic activities and product lines. Long-term potential is never sacrificed for short-term performance. The Company's priority is to bring the best and most relevant products to people, wherever they are, whatever their needs, throughout their lives.