Coca Cola Pakistan Jobs Executive Administrative Assistant
Coca Cola Pakistan Jobs Executive Administrative Assistant
Job ID: R-07666
Position Overview:Working on highly sensitive position of supporting Pakistan & Afghanistan Region General Manager who is taking care of one of the most critical location / growth engine in MENA.
Duties Are Not Limited To But:Daily coordination with 6 bottling locations to get Sales data to prepare Sales and Trend analysis report forGM. Assisting Region GM for Business Planning, BU President presentations & routines.Manage administrative tasks for General Manager including calendars, travel arrangements, expensere imbursement, and meeting arrangements.Anticipate and resolve administrative issues that may hinder the smooth Business operations.Serve as contributing team member to Leadership team when needed.Lead & participate in special business projects as assigned. Frontline role for coordination with bottlers & stakeholders Also supports HR SBP for the execution of non-HR and transactional activities:
- Management of Service Awards, Birthday Parties, Annual Employee Day, Women Day, Environment Day
etc.
- Preparing visa invitation and recommendation letters (company & LCCI) for the office associates and also
For Others Who Are Visiting PAR Region Office.
- Fleet Management (05 Pool Vehicles)
- Dealing with the Medical coverage of insurance company for employees
- Travel management for Leadership Team (which consist of 6 members other than GM) from visa
processes to expense reports.
- Assist HR-SBP in managing Summer Internship Program
- Support HR-SBP for On-boarding process for employees
Function Specific ActivitiesBusiness Communication on behalf of GM to Group, BU, Bottlers & Customer.
- Timely review of all incoming mail, and responding or re-routing to the correct respondents
- Timely and professional preparation of outgoing mail for principals, as needed
- 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. Must always positively represent The Coca-Cola Company and our brands. Priority
Manages Calendar & Agenda for Strategic BU Business Plan & other Region, BU & Group Meetings.
- Scheduling of meetings & prepare agenda for the GM meetings o Distribution of GM calendar to direct reports and others
- Managing requests for meetings by key stakeholders or other outside parties
Duty Travel arrangements for GM, Leadership Team & delegations from BU, Group visiting region office.
- Scheduling of meetings & prepare agenda for the GM meetings
- Distribution of GM calendar to direct reports and others o Managing requests for meetings by key stakeholders or other outside parties
Business Critical Interactions.
- Within the Company
- Group and Business Unit Teams
- Executive Assistant to the Group and Business Unit President
- Group and Business Unit Presidents direct reports
- Finance department for payments and other Group and BU functions as needed
- Outside the Company (varies depending on roles of the principals)
- Bottler Management
- Travel agencies
- Car Rentals
- Embassies
- Hotels
- Government Officials (Ad hoc meetings for various reasons)
Duty Financial Scope & Management of Payment.
- Complete all financial transactions using SAP or appropriate systems e.g. travel expenses, tickets, travel requests, holidays, etc
- Monitor GM’s budgets as needed – identify discrepancies and notify relevant team members as and when necessary.
- Manage cash for visa renewals, passport renewals & any other miscellaneous expenses for GM
- Responsible to manage travel advance currency
Duty Preparation, facilitation and co-ordination of meetings with key stakeholders
- Arrange necessary accommodation
- Arrange necessary travel arrangements
- Co-ordinate relevant meetings, appointments and functions
- Arrange required venues o Prepare detailed itineraries
- Assist in the development of background material for presentations
General Administrative Work.
- Maintain internal TCCC contact details for use by principals
- Maintain external contact details for key stakeholders
- Provide support for the senior principals’ activities
- Set up a system to ensure follow up and follow through on all project deadlines and responses
- Prepare and manage principals’ expenses – includes expense reports, and ensuring his/her credit card(s) are valid and paid for
- Liaise with facilities as necessary with regards to office requirements
- Manage filing and records
Duty Service to Others.
- Serve as a support resource to principal and his teams by troubleshooting and resolving issues
- Offer assistance even when service is not in job description
Communication ComplexitiesMost complex communication to Group President EA & direct reports to BU president for business strategic meetings & timely business critical decisions. Externally aligning with different business forums on behalf of Business & GM e.g American Business Forum American Business Council Pakistan Business Council Sui Northern Gas Pipeline Limited Punjab Board of Investment Board of Investment (PM Office) Overseas Investor Chamber of Commerce & Industry Federal Board of RevenueAnalysisSchedule Meetings with external important contacts through PR for Business critical matters on urgent basis. Broad coordination on grassroots level & strong follow ups for troubleshooting as alternative of GM or managements when they are busy in other business projects.Judgment And Decision MakingSet up pre Business Plan meetings & float agenda to Region GM & direct reports. Taking minutes of internal meetings & make changes in presentation. Schedule call with Group & BU to present the Business Plan. Create a complete business folder for GM to present it to Group or BU president.Make travel arrangements for BP participants to the destination.Innovation
- Through monthly market visits in different markets with debrief sessions/discussions. o Better understanding of business from bottlers by visiting all plants across Pakistan on quarterly basis & share feedback.
- Participation in LT/departmental, strategy meetings to facilitate GM for the post work assignments.
- By having different components of business projects e.g. commercial, Marketing, Quality & Finance. o Grasping KBIs & KPIs knowledge though business reports.
- Preparing Customer’s data base for GM to have current & updated information regarding our key accounts.
- Attend stakeholders meetings, prepare minutes & follow up flow charts of meetings.
Required Qualification2-3 years similar experienceMinimum Education LevelUniversity / Bachelors DegreeRequired CertificationsEffective Secretarial SkillsJob RequirementsYears of Experience:Leadership Behaviors
- DRIVE INNOVATION: Generate new or unique solutions and embrace new ideas that help sustain our business(encompassing everything from continuous improvement to new product and package innovation).
- COLLABORATE WITH SYSTEM, CUSTOMERS, AND OTHER STAKEHOLDERS: Develop and leverage relationships with stakeholders to approximately stretch and impact the System (Company and Bottler).
- ACT LIKE AN OWNER: Deliver results, creating value for our Brands, our System, our customers, and key stakeholders.
- INSPIRE OTHERS: Inspire people to deliver our mission and 2020 Vision, demonstrate passion for the business and give people a reason to believe anything is possible.
- DEVELOP SELF AND OTHERS: Develop self and support others’ development to achieve full potential.
Growth Behaviors
- GROWTH MINDSET: Demonstrates curiosity. Welcomes failure as a learning opportunity.
- SMART RISK: Makes bold decisions/recommendations.
- EXTERNALLY FOCUSED: Understands the upstream and downstream implications of his/her work. Tracks and shares external trends, best practices or ideas.
- PERFORMANCE DRIVEN AND ACCOUNTABLE: Has high performance standards. Outperforms her/his peers.
- FAST/AGILE: Removes barriers to move faster. Experiments and adapts. Thrives under pressure and fast pace.
- EMPOWERED: Brings solutions instead of problems. Challenges the status quo. Has the courage to take an unpopular stance. Apply
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