Department Executive Assistant

at  AB InBev

Seniority Level: Mid-Senior Level
Dreaming big is in our DNA. It’s who we are as a company. It’s our culture. It’s our heritage. And more than ever, it’s our future. A future where we’re always looking forward. Always serving up new ways to meet life’s moments. A future where we keep dreaming bigger. We look for people with passion, talent, and curiosity, and provide them with the teammates, resources and opportunities to unleash their full potential. The power we create together – when we combine your strengths with ours – is unstoppable. Are you ready to join a team that dreams as big as you do?
The purpose of this role is to provide pre-aligned administrative support to the different Procurement teams. Secondly, the role will take on extra responsibilities in the day-to-day office tasks.
The assistant reports into the assistant of our Chief Procurement Officer. They will have a close working relationship with a second assistant in this team.
AB InBev is a multinational organization with a significant and busy schedule, we operate in multi countries around the world and the environment is fast paced and suited someone comfortable with a high pace and changing priorities.

Tasks

• Assist the Procurement directors in resolving challenging calendar conflicts by communicating with the internal / external attendees.
• Assist the Procurement directors with the logistics for their team meetings when appropriate (e.g. by securing meeting rooms, ordering catering, etc)
• Co-ordinate complex travel bookings for the Procurement Directors. 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 requirements for international travel are dealt with in a timely manner.
• Ensure that expenses for the Procurement Directors are accurate and processed on a regular basis in line with company policy.
• Build effective relationships with other Global Procurement Assistants and provide appropriate cover to each other to ensure that a seamless service is provided across the whole organization unit.
• Organise team events for the full Global Procurement team (e.g. Happy Hours, seasonal celebrations, etc)
• Support the Business in Purchase Order and Invoice management, using SAP and internal tool.
• 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 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

• Assist the Procurement directors in resolving challenging calendar conflicts by communicating with the internal / external attendees.
• Assist the Procurement directors with the logistics for their team meetings when appropriate (e.g. by securing meeting rooms, ordering catering, etc)
• Co-ordinate complex travel bookings for the Procurement Directors. 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 requirements for international travel are dealt with in a timely manner.
• Ensure that expenses for the Procurement Directors are accurate and processed on a regular basis in line with company policy.
• Build effective relationships with other Global Procurement Assistants and provide appropriate cover to each other to ensure that a seamless service is provided across the whole organization unit.
• Organise team events for the full Global Procurement team (e.g. Happy Hours, seasonal celebrations, etc)
• Support the Business in Purchase Order and Invoice management, using SAP and internal tool.
• 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 acces