Executive Assistant

4 weeks ago

Feltham, United Kingdom Nomad Foods Full time

Overview:
**Responsibilities**:

- Proactive and complex diary management of an ever-changing diary to ensure optimisation of Chief Supply Officer time to focus on key internal /external meeting and engagements
- Calendar management and scheduling to support Teams in multiple locations/time zones
- Management of diary conflicts ensuring a high level of professionalism when interacting with Stakeholders
- Organisation and execution of Supply Chain Leaders meetings to include monthly, weekly and ad-hoc calls for the end to end Supply Chain function
- Attendance at senior Supply Chain meetings as required (e.g. Supply Co Exec meeting). Documents minutes and actions
- Ensure the Chief Supply Officer is fully prepared for meetings with all necessary documentation and information
- Collating documents, briefing papers, reports & presentations on behalf of Chief Supply Officer liaising with the Supply Chain senior management Team and Exec members to provide the inputs as required
- Management of document production for meetings as required Proactively requesting pre-reading materials, production of packs and distribution of pre-reading to attendees as appropriate. Maintains action logs, meeting topic schedules etc. Follows up on actions as appropriate
- Support on the look and feel of presentations and comms linked to overall engagement plans e.g maintain templates, formatting presentations, adding visuals
- Provide support to Chief Supply Officer with other external commitments
- Act as a central point of contact for the Chief Supply Officer in processing queries in a timely, prioritised and efficient manner
- Maintains Supply Chain Leadership who is who, contacts and organisation
- Management of office Team space, including moves and re-configurations as required
- Acts as Bedfont Supply Chain Team IT Co-ordinator. Ensuring new starters have all the resources required for commencing employment i.e. phone, laptop
- Senior new starter induction planning (LT members) and organisation
- Co-ordinate and/lead ad-hoc projects as requested by the Chief Supply Officer
- Budget Management - invoice checking, organising approvals, receipting. Raising new vendor documentation and purchase orders. Liaison with Accounts Payable Team. Other invoice, accounting and budget control related activities for Supply Chain functions
- Arranges global and local conference, video conference calls and internal and external meetings as appropriate, dealing with room bookings, venues, travel arrangements, team social events etc.
- Efficient and proactive management of complex and ever-changing travel itineraries, across Europe. Includes ensuring visa requirements fully met for the Chief Supply Officer and her leadership Team as required
- Preparing Expenses claim
- Actively drives capability building across the EA community and works proactively with EA Colleagues to deliver a seamless service covering absence and holidays for EAs as required
- Provide ad-hoc support to Exec direct reports dependent on capacity, eg members of Supply Chain Leadership Team - core 8
- Provides cover to other EA’s when they are on annual leave and vice versa

Qualifications:

- Experience supporting Director level and/or above and calendar management across multiple leaders based in different geographic locations
- Experience of working in global corporate organisations
- A strong service ethic and a passion to deliver actions at pace and to a high standard

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