Senior Administrative Assistant -Customer & Commercial Leadership

The closing date for this position is 10 December 2013

To ensure that the C&CL Team has support on ALL administrative and clerical tasks so that the members can focus on business issues. 

Manage the C&CL diary and agenda, provide support to C&CL members as required, and anticipate and resolve administrative issues that may hinder the smooth operations of the C&CL Team.

Key Duties and Responsibilities

Communication

• Timely review of all incoming mail, and responding or re-routing to the correct respondents
• Timely and professional preparation of outgoing mail for the C&CL Director
• Management and recording of all incoming and outgoing mail to ensure a data base for future reference is maintained for speedy and accurate future reference
• Managing all internal and external queries and requests, responding and re-directing accordingly
• Compile & manage, following request, C&CL departmental communication to other stakeholders internal & external

Calendar and Agenda

• Scheduling of meetings
• Distribution of the C&CL Team annual calendar to incumbents
• Managing requests for meetings by key stakeholders or other outside parties

Travel arrangements

• Arranging for all travel, hotel bookings and pick up of the C&CL Team
• Ensuring passport and visa’s are current and in good order
• Prepare detailed itineraries for use by the C&CL members
• Assist in the expense reports of the C&CL Team travel

Preparation, facilitation and co-ordination of meetings & events

• Arrange necessary accommodation
• Arrange necessary travel arrangements
• Co-ordinate relevant meetings, appointments and functions
• Arrange required venues
• Prepare detailed itineraries
• Prepare & distribute meeting agendas to stakeholders
• In liaison with the C&CL Team, assist in the development and finalization of background material for presentations

General Administrative Work

• Maintain internal TCCC contact details for use by the C&CL Team and the office
• Maintain external contact details for key stake holders
• Set up a system to ensure follow up and follow through on all project deadlines and responses
• Assist in the expense reports of the C&CL Team travel- includes expense reports, and ensuring credit card(s) are valid and paid for
• Liaise with facilities as necessary with regards to office requirements (print-outs, bindings, stationary requirements etc.)
• Manage filing and records

Management of Payments

• Complete all C&CL Director office financial transactions using SAP e.g. travel expenses, tickets, travel requests, holidays, etc
• Monitor the offices budget on behalf of C&CL Director & Team – identify discrepancies and notify relevant team members as and when necessary

Financial/Job Scope

• $ petty cash for visa renewals, passport renewals, gifts, flowers, and any other miscellaneous expenses
• Responsible for administration and tracking of C & CL office budgets

Organizational Impact/Influence

Interactions Within the Company –

• Business Unit Leadership Team
• Finance department for payments

Outside the Company –

• Bottler Management
• Travel agencies
• Car Rentals
• Embassies
• Hotels
• Government Officials (Ad hoc meetings for various reasons)

Supervisory Responsibilities
None

Related Job Requirements /Qualifications

Technical Skills: 

• General Office Management
• Excellent organizational skills
• Multi-tasking & able to work with minimal supervision/follow-through
• Methodical thinking and a high sense of urgency
• Excellent communication skills (written & spoken)
• Positive attitude with ability to work under pressure within tight deadlines
• Effective Time Management & outstanding focus

Competencies: 

• Imports and Exports Good Ideas
• Delivers Results
• Balances Immediate & Long-Term Priorities
• Drives Innovative Business Improvements
• Develops and Inspires Others
• Lives the Values

Required Experience

5-8 years working experience in customer service or related area from a leading FMCG company, including some solid related experience managing a senior manager’s office with exposure in the relevant etiquette. Advanced computer skills-MS Office, SAP, MS Project is mandatory.

Required Experience

5-8 years working experience in customer service or related area from a leading FMCG company, including some solid related experience managing a senior manager’s office with exposure in the relevant etiquette

Education Requirements
Bachelors Degree

Cultural Diversity

Ability to balance interaction with both Senior and Junior management
Ability to manage Francophone, Anglophone cultures

Analysis
A number of unique challenges arising requiring interpretation and support

Judgement and Decision Making
Decisions in this role are mainly referred, except those relating to the administrative function of the C&CL Director’s office.

Travel Requirements
Approx 10 % within Franchise, Business Unit

Working Conditions
As per work location

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At The Coca-Cola Company you can cultivate your career in a challenging and dynamic environment. We are the largest manufacturer and distributor of nonalcoholic drinks in the world-selling more than 1 billion drinks a day. Unlock your full potential with a future-focused company that is known and respected throughout the world.