Executive Administrative Assistant

at  CocaCola

POSITION OVERVIEW:

At The Coca-Cola Company, we are more than a business - we are a brand that inspires and refreshes the world. We are currently seeking an experienced Executive Administrative Assistant to the Global Marketing team at The Coca-Cola Company. In this role you will provide exceptional administrative support and partnership to assigned senior leaders within Global Marketing leadership team, as well as some support to their teams.
The role will be reporting into the Global HST (Hydration, Sports & Tea) Category and into the Global Sparkling Flavors Category.

The ideal candidate will

• have considerable experience and success working directly with Senior Executives and key internal / external stakeholders in a fast paced, high volume, high standards global environment.
• be self-motivated, able to deal with ambiguity, change and demonstrate administrative team leadership skills to provide required support.
• have a demonstrated proficiency for collaboration, attention to both the big picture & details and strong organizational skills.
• have demonstrated results in creating effective routines in a fast paced, high volume executive office to enable their principals and key stakeholders to achieve Company objectives and repeat successes.

QUALIFICATIONS AND REQUIREMENTS:

• High School and some college preferred in Business, Communications, or similar field is ideal.
• 5+ years of experience in a high-level support role preferred.
• Must possess proven ability to be a resourceful problem-solver.
• Experience in coordinating projects.
• Intermediate knowledge of MS Office, including Word, Excel, PowerPoint, Teams and Outlook.
• Strong attention to detail, interpersonal, and communication skills are needed.
• Excellent time management and organizational skills to meet deadlines are needed.
• Experience scheduling travel arrangements and schedule for management.
• Support experience in a professional services, sales, or marketing environment.
• Experience successfully creating and/or modifying processes.

FUNCTIONAL SKILLS:

• Business Etiquette: Ability to communicate with others, via telephone or in person, in a professional and helpful manner while simultaneously building credibility and rapport. This includes the ability to understand, be diplomatic and tactful, demonstrate appropriate behavior in social situations and maintain composure in negative circumstances in order to achieve results.
• Database and System Knowledge: The knowledge and skills required to access and collect data via Company-approved databases or the Internet. This includes the ability to complete electronic forms, produce accurate reports, conduct investigative research, explain data and communicate results. This includes maintaining current knowledge and keeping up with new releases.
• Project Coordination: Ability to support the coordination of multiple projects at a time by leveraging strong organizational skills to help the team seamlessly produce results in the most efficient and effective way.
• Asset Protection: Knowledge of the importance of ensuring the safety and appropriate utilization of all Company assets. This includes the appropriate use of Company trademarks, logos, assets, terminology and data, treating information confidentially, ensuring employee and workplace safety, and having contingency plans.
• Resource Knowledge: Knowledge of internal and external tools (i.e., Trademark Guidelines, Company Style Guide) and resources (i.e., Travel, Mail Services, Meeting Services) available to accomplish tasks and achieve results.

SKILLS

Executive Support; Purchase Orders; Microsoft Office; Workflow Management; Database Entry; English Grammar; Office Management; Processing Expense Reports; Office Administration; Data Compilation; Travel Coordination; Computer Application

• Responsible for scheduling and managing complex executive calendars including prioritizing and resolving related conflicts, proactively scheduling important meetings with internal and external individuals, and maintaining an organized office.
• Organizes and coordinates travel and related requirements to include travel authorizations, flight tickets, hotel bookings, visas, airport transfers, managing expense reports; ensures that all travel arrangements are compliant with the Company’s Travel Policy.
• Performs general clerical duties including but not limited to managing invoicing processes, ordering, helping to coordinate team budget, shipping requests, scanning, copying, faxing, filing, and data entry; collects and opens mail.
• Provides support in arranging meetings including coordinating the agenda, collaboration of presentations/information, handling logistics, such as conference registrations, room reservations (internal and external), and local travel. Also, provides hospitality for Senior Management or guests of the department which may include planning, arranging, and confirming all local logistics support.
• Where needed, support onboarding and offboarding processes, including helping order equipment, securing workspace, helping to navigate internal systems and processes.
• Timely and accurately handle communications and Company/ Department-related requests
• Identify, classify, maintain, and protect files, documentation and sensitive information consistent with record handling and retention requirements.
• Contributes to the excellent reputation of The Coca-Cola Company through professional, friendly and respectful interactions and communications internally and externally. Performs other duties as required and/or assigned.