Executive Assistant

**Job **description**

The purpose of this role is to provide full and proactive administrative support to the assigned VPs and their teams as appropriate. The assistant should ensure that the VP's time is utilized as effectively as possible and all administrative tasks for the VP and its team members are dealt with in a timely and efficient manner. AB InBev is a multinational organisation with a significant and busy schedule. We operate in multiple countries around the world with a fast-paced environment and suited for someone comfortable with a high pace and changing priorities.

**Tasks**
- Maintain and organise the VP diaries and calendars. All diary clashes should be resolved quickly and efficiently to ensure the reputation of the VP is upheld. The Assistant should act as a gatekeeper where appropriate, to ensure the VP time is spent effectively; close understanding of the business priorities and stakeholders is crucial to ensure this happens.
- Effectively schedule internal and external meetings, book meeting rooms and communicate with clients and internal staff.
- Co-ordinate all travel bookings for VPs and the relevant team members, in line with the company travel policy. Ensure that full itineraries are in place for each trip, all transfers and hotels are booked in line with individual's preferences and all visa/covid requirements for international travel are dealt with in a timely manner.
- A-Z travel support for the L1/VP
- Restricted travel support for functional teams (multi-destination travel group travel for risk, home leave incl. family)
- Ensure that expenses for the VP and direct reports are accurate and processed on a regular basis in line with company policy using the MXP platform
- Build effective relationships with other Assistants and provide an appropriate coverage to other Assistants when needed, to ensure that a seamless service is provided across the whole organization unit (I.e., cover when other Assistants are on holiday).
- Prepare internal communications (monthly base)
- Coordinate the presentation deck
- Set up any polls/pigeonhole
- Screen share content during communication meetings
- Share content post meetings on Teams
- Organise team meetings and larger meetings either internal or external - ensuring that all facilities are in place (i.e. room bookings, digital conferences, catering, hotel support, restaurants,)
- Support the Business in Purchase Order and Invoice management, using SAP and internal tool.
- Manage independently A-Z invoicing process for People and Office related items
- Support team events as required (both onsite as offsite)
- Execute daily office duties
- Order office supplies
- Maintain/Refill catering & beverages
- work closely together with the external facility team
- Point Of Contact for any office related items
- Support People team with administrative onboarding and offboarding activities
- Credit card access & on boarding
- Egencia access & on boarding
- Share travel policy
- Initial facility walk-through
- SharePoint & Teams site access

**Profile**
- Degree in assistant is a plus
- Prior working experience as a Personal Assistant or Team Assistant role within an international environment is a plus
- Experience working with senior stakeholders in a medium or large organisation
- Knowledge of core IT systems, including Word, Excel, Outlook, PowerPoint and SAP

**Skills**
- Fluently spoken and written English and German
- Highly organised and able to coordinate complex diaries and schedules
- Effective team working
- Positive attitude
- Ability to learn and use new systems and become an expert on those systems within the team
- Basic functional and business knowledge to be able to effectively prioritise the VP and team members' time
- Able to succeed in a result driven, high-performance culture
- Energised self-starter
- Numerate