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Senior Executive Assistant and Board Operations Support, GB

2 months ago

Uxbridge, United Kingdom Coca-Cola Europacific Partners Full time

Role Purpose: To support the General Counsel and Company Secretary. This is a busy, challenging and complex position requiring the Senior EA to be able to multi-task, prioritise requests and work to tight deadlines. Also involves working closely with other Executive Assistants within the business who are located across various countries. Primarily based out of our Central London office, there is also some travel to support the Board meetings outside of the UK.

What to expect:

General Counsel and Company Secretary Support

• Expert and swift day-to-day diary management ensuring maximum efficiency across multiple time zones• Organisation of door-to-door highly complex, multi-leg international travel including all travel requirements, visas, hotels, trains, transfers, local meetings• Inbox & correspondence management on General Counsel and Company Secretary’s behalf• Coordinating external meetings, events, speaking engagements• Organising and chairing Legal All-hands meetings and events

Board Directors/Board Meetings• Cover for EA to Chairman and board of directors (with any board related matters)• Act as an additional point of contact for all Board Directors• Working as a part of the Board Operations Team managing logistics for all Board meeting attendees – 17 to 20 Board Directors and up to 35 attendees.• Coordinating and managing 6 Board Meetings a year in the UK and overseas over 3 to 14 full days on-site.• Together with Chairman’s EA travel to all locations before Board meetings, in order to assess, plan, prepare and select suitable venues for Board meetings and activities. • Overseeing the technical set-up and act as a technical point of contact for overseas board meetings, when dedicated board IT is not travelling• Travel with the Board Directors to all UK and overseas destinations (including API) to ensure smooth running of the meeting. • Working with the Board Operations Team to ensure meeting preparation, product planning at the venues and hotels, logistic and travel, ground transfers and flights.

General

• Vendor management: vendor creation, POs and processing invoices.• Managing VP’s and direct reports’ expenses, checking claims for accuracy and adherence to policy• Drafting, formatting and executing communication to Legal function and wider groups• Organising and managing Legal All hands calls• Project managing and organising of small-to-large scale virtual meetings (up to 110 attendees) • Project managing and organising small to large scale in-person meetings and events, including but not limited to venue/hotel research and survey, contract negotiations, dinner venue research/survey, technical requirements survey and set-up, catering etc. (LLT Meetings, Legal All-Hands Meetings and others)• Act as a point of contact among executives, clients and other partners i.e. vendors • Build close working relationships across the company and liaise with stakeholders across the Coke system

What we expect from you:• Extensive previous experience as a senior level Executive Assistant who is used to operating at the highest level and supprting Senior Executives• An understanding of working in a confidential environment and will use common-sense and experience to make the right decisions• Outstanding time management, problem solving and organizational skills• Methodical, meticulous and structured approach to your daily tasks. • Excellent communication skills (both oral and written) and trust in communicating with people at all levels.• Proven high level experience and proficiency with IT programs such as Microsoft Word, Excel and PowerPoint.• Confidence in communication at all management levels and a positive 'can-do' style • Fluent in spoken and written English

Coca-Cola Europacific Partners (CCEP) is a major fast-moving consumer goods business and the world’s largest independent Coca-Cola bottler. With a dedicated team of 33,200 people, serving customers in 29 countries, we make, sell and distribute the world’s most loved drinks brands to more than 600 million people, including Coca-Cola®, Fanta®, Powerade®, Glaceau Vitaminwater®, Monster® and Capri-Sun®. And we want a workforce as diverse as our products – with a culture that fosters belonging and inclusivity. One that enables everyone to be themselves, whatever their background or experience. From gender, age and ethnicity to sexual orientation and different abilities, we welcome people from all walks of life and empower unique perspectives. We recognize we’ve got some way to go, but we’ll get there with the support of our people. It’s them who drive our future growth.

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