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Job description / Role
Main purpose of the role
- To provide secretarial and administrative support to the manager and his/her team whilst in addition assisting in the project management activities of the department as a whole.
- The job holder must be capable of managing their own time effectively and keep the line manager and his team updated and informed on important and urgent issues which arise particularly during his absence.
Main accountabilities
- Diary management - managing competing priorities.
- Screening, redirecting and responding to mail, as appropriate
- Typing of general correspondence, emails and reports.
- Produce accurate memos, reports and documents using Microsoft Word, either from written notes or from dictation tapes
- Preparation of PowerPoint presentations,
- Able to create and update Excel worksheets, including the formatting and the use of formulas
- Organization of international and local travel, including preparation of itineraries, visas, etc. together with management of out of office requirements.
- Organizing local and international meetings.
- Liaison with internal customers and external suppliers - developing knowledge of key individuals.
- Keeping individual and central filing systems up to date.
- Pro-actively tackling issues related to administrative processes to ensure speed and efficiency.
- Responding to queries and requests for information from Exco / HR Exec / Regions / countries etc. on an ad hoc basis.
- Processing expenses.
- Provide cover for the PA to the SVP (and vice versa) when required
- Ensuring that any reference material within the department is kept up to date
- General secretarial support e.g. photocopying, arranging couriers etc
Requirements
Key competencies
- Excellent in Microsoft applications including Word, Excel, Power Point
- Accuracy and speed are important.
- Team oriented - assisting colleagues where necessary and ensuring appropriate secretarial cover is maintained between core hours
- Focused on service - high regard for service standards and meeting the needs and expectations of the management team and other internal customers
- Ability to use own judgement, make decisions and refer to managers when appropriate
Key skills
- Enthusiasm to want to learn and understand the role and activities of the department
- Discretion and confidentiality are key in all aspects of this role
- Strong organisational skills - able to juggle competing priorities
- Strong interpersonal skills - diplomatic, tactful and confident in chasing and following up actions in project activities
Relevant Experience
- Minimum 3 years Secretarial experience required
About the Company
Unilever is one of the leading FMCG company with 400 brands spanning 14 categories of home, personal care and foods products, no other company touches so many people's lives in so many different ways.
Our brand portfolio has made us leaders in every field in which we work. It ranges from much-loved world favourites including Lipton, Knorr, Dove and Omo, to trusted local brands such as Blue Band and Suave.
From comforting soups to warm a winter's day, to sensuous soaps that make you feel fabulous, our products help people get more out of life.
We're constantly enhancing our brands to deliver more intense, rewarding product experiences. We invest €1 billion every year in cutting edge research and development, and have five laboratories around the world that explore new thinking and techniques to help develop our products.