Executive Assistant

6 months ago

Glasgow, United Kingdom Bacardi Full time

YOUR OPPORTUNITY
- As the Executive Assistant you will provide executive support to the Western Europe VP Supply Chain and UK Supply Director and their teams where necessary.

You will immerse yourself within Bacardi’s Global and Local Business Strategies and partner closely the Leadership team to set agendas and drive and govern meetings.

ABOUT YOU
- To be successful in this role you need to have the ability to multi-task in a fast-paced environment and work with limited supervision. You will have experience supporting multiple senior leaders and be able to priorities efficiently and effectively. You will have excellent organizational skills, able to handle multiple projects and have an innate desire to find ways to improve processes.

**Responsibilities**:

- RESPONSIBILITIES - WITH OUR CONSUMER AT THE HEART YOUR KEY FOCUS WILL BE
- Provide executive, timely and confidential support to the VP Supply Chain WEUR, UK Supply Director and their extended teams (where required) while driving their key priorities and agendas to support business needs.
- Own the governance and principals for the quarterly, monthly and weekly leadership team meetings including, but not limited to;
- In partnership with the leadership team, set, own and drive the agenda including the creation of presentation decks and proposal of key topics to be discussed.
- Own the principals and governance for each meeting, drive the conversation where appropriate, minute take key actions, track actions & activities.
- Manage Leadership Team action program and drive progress.
- Maintain the WEUR & UK Leadership Team holiday calendar.
- Build and maintain an online filing system to track business critical deadlines or expirations dates i.e. contract renewals, negotiations, certificate renewal, board presentations, capex meetings etc.
- Provide support locally with Global & UK Supply Townhalls
- Ensure consistency of our internal brand, partnering primos and external agencies to ensure UK Supply templates, documents and logos are up to date.
- Work closely with our Front Of House team to create seamless, exceptional experiences and visits for VIPs and Global Leadership Teams
- Full administrative support including:

- End to end local and international travel arrangement including visa support and creation of itineraries.
- Schedule and maintain a calendar of appointments for both Directors and their extended teams - manage meetings such as diary invites, room bookings and agenda management.
- Minute take necessary meetings.
- Manage expense reports and purchasing orders (PO’s) for both directors and UK leadership team where necessary.
- Create reports, monitor budgets, and memos as needed for the WEUR and UK Supply Leadership Team
- T&E management.
- Ad hoc projects such as community engagement sessions, business metrics, conference management and improvement processes
- Other duties as assigned.

Skills and Experience
- THE SKILLS AND EXPERIENCE NEEDED TO CREATE YOUR LEGACY
- Experience as an Executive Assistant for two or more Directors
- Exposure to business strategies and leadership agenda’s
- Project management skills
- Exceptional computer skills to include MS Office (intermediate to advance level in PowerPoint, Word and Excel) and Outlook
- Strong written communication skills to ensure delivery of internal communications.
- Excellent organizational skills, and the ability to handle multiple tasks and projects with meticulous attention to detail.
- PERSONAL QUALITIES - SHARE OUR FOUNDER’S PASSION AND ENTREPRENEURIAL FLAIR
- Excellent communication skills, and the ability to deal with confidential issues
- Confidence to govern team meetings and keep topics on track
- Pro-active, agile and fast learner with a desire to continuously improve
- Able to work independently and as part of a matrix organisation, whilst sharing the Bacardi Family culture pillars
- Excellent business partnering skills and able to build lasting stakeholder relationships both internally at Bacardi and externally
- Able to embed the Bacardi culture pillars of Fearless, Family and Founders to work within and create a sense of Belonging
- A genuine interest in Bacardi and belief that our Customers and Consumers are at the heart of all we do

Our culture

We share the passion and entrepreneurial flair of our founder and are guided by our three culture pillars - Fearless, Family and Founders, they inspire our Primos to be the best they can be and drive us forward in all we do. But what does this mean?
- Being Fearless; means adopting an agile mindset, being comfortable trying new things and taking risks. We are empowered to question, challenge and innovate.
- Family; We treat each other, and our communities, like Family. Always.
- Founders; The spirit of entrepreneurship is at the heart of everything we do. We see the business as if it’s our own. We do the right thing for the business and we all take accountability for our work.

When you join Bacardi, you become p

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