Executive Assistant - 12 months

at  CocaCola

As a business, The Coca-Cola Company is constantly evolving – we develop new products, acquire great brands and pioneer new ways of doing things. We sell four of the world’s top five non-alcoholic sparkling drinks and 3,600+ products in over 200 countries, including water, juices, energy drinks, and even tea and coffee.
We are taking deliberate action to nurture an inclusive culture that is grounded in our company purpose, to refresh the world and make a difference. We act with a growth mindset, take an expansive approach to what’s possible and believe in continuous learning to improve our business and ourselves. We focus on four key behaviors – curious, empowered, inclusive and agile – and value how we work as much as what we achieve. We believe that our culture is one of the reasons our company continues to thrive after 130+ years. Visit Our Purpose and Vision to learn more about these behaviors and how you can bring them to life during your tenure at The Coca-Cola Company.
Our Coca-Cola team is seeking a dedicated and highly organized full-time Administrative Assistant based in Poland for a fixed-term contract of 1 year. In this key role, you will have the opportunity to support and closely collaborate with the Franchise Operations Leader for the Poland & Baltics region, as well as key members of the team. As a vital member of the organization, you will drive organizational efficiency and enhance the team’s effectiveness by enabling executive leadership, including the Country Manager for Poland & Baltics, to focus on strategic priorities, thus ensuring the smooth operation and success of our initiatives. The ideal candidate is a proactive professional who creates meaningful impact through exceptional communication skills and adept multitasking in a dynamic environment.
Key Responsibilities:

Communication

• Ensure fluid communication is maintained with countries at all times, especially when your stakeholders are travelling.
• When team members are unavailable, act as first point of contact for requests and queries. Take appropriate action/speak to the relevant people and follow up to ensure that requests are action satisfactorily whilst maintaining the appropriate level of confidentiality.
• Support leadership team in preparing communications to wider groups from the Region down to country level.

Events Organization

• Schedule conferences, workshops and events inside and outside the office. Run event project management responsibilities, such as dealing with vendors, ensuring the right equipment is in place, arrange for virtual connections, logistics, timing, agenda etc.
• Lead & participate in special business projects as assigned. Frontline role for coordination with bottlers & stakeholders.

Admin. Support & Travelling

• Anticipate and resolve administrative issues that may hinder the smooth business operations. Serve as contributing team member to HR & Leadership team when needed.
• Organize travel for supported team members managing agendas, flight/transfer organization and hotel booking, expense reimbursement, and meeting arrangements.

Day-to-Day tasks

• Ensure timely issue of PO and control the process in SAP until the final closing, according to TCCC procedures. Support associates in preparing all necessary documentation for correct issue of PO, e.g. bidding, authorization of new vendors, good receipt posting, follow-up with internal approvers and monitoring of invoices with external suppliers etc.
• Use of PowerPoint to generate presentations to strict deadlines
• Input data and run pre-set reports from various databases internal and external, as necessary
• Ad hoc project work and other tasks, as required
• Provide back up to other team assistants as required

Travel: The travel requirement is expressed at 0% because this is not a regular occurrence. However, on some occasions administrative staff may be required to travel within Europe.

SKILLS

organizatio

• Ensure timely issue of PO and control the process in SAP until the final closing, according to TCCC procedures. Support associates in preparing all necessary documentation for correct issue of PO, e.g. bidding, authorization of new vendors, good receipt posting, follow-up with internal approvers and monitoring of invoices with external suppliers etc.
• Use of PowerPoint to generate presentations to strict deadlines
• Input data and run pre-set reports from various databases internal and external, as necessary
• Ad hoc project work and other tasks, as required
• Provide back up to other team assistants as require