Executive Assistant

Executive Assistant to Head of Secretariat and Vice President Legal GB

Location: Uxbridge / Wimpole Street

Contact type: Permanent 

Working for the Head of Secretariat and Secretariat team, Corporate Legal and also supporting Head of GB Legal and team to provide Administrative Support and perform various executive and administrative duties.

What to expect

To include (but not limited to) involvement in some or all of the following activities:

1. Diary management, including (but not limited to):

• Effectively coordinating Head of Secretariat, VP Legal GB and team’s calendars respectively
• Arranging and scheduling ad hoc and routine meetings and activities
• Making travel arrangements and bookings, adhering to the travel policies
• Registering visitors, booking rooms and supporting on technology for calls and meetings (internal and external)

1. Invoicing and expenses, including (but not limited to):

• Managing invoices, including creating purchase orders using online tool in line with the budget and obtaining proper approvals
• Liaising with suppliers, vendors, consultants/advisors and third parties to ensure timely payment of their invoices
• Managing subscriptions and building relationships with suppliers, vendors, consultants/advisors and third parties
• Supporting the teams with submitting their expenses as required

1. Administrative support, including (but not limited to):

• Ensuring minutes of meetings signed and filed
• Maintenance, review and improvement of the Group’s governance framework and team processes
• Supporting routine administration and record maintenance including filings and maintenance of corporate records and registers, with occasional travel to Uxbridge to do so
• Assisting with formatting of presentations including typing, copying, scanning, couriering as required

1. Team support, including (but not limited to):

• Scheduling team meetings and then drafting agenda, taking minutes and coordinating actions taken
• Onboarding of new colleagues to the team, supporting with arranging tours, passes, devices, logins, subscriptions etc
• Maintenance, review and improvement of the teams’ processes

1. Provide input/support to other initiatives within CCEP, which could include (but not be limited to):

• Company Secretariat SharePoint
• Legal All Hands meetings
• Website
• Providing support on additional matters as required

What we’re looking for

• Experience working in an office or corporate administrative role/environment
• Executive or personal assistant experience
• Working in a UK plc, governance/legal team or large fast-paced company
• Technologically competent and able to learn new tools and systems quickly
• Understanding of legal, corporate governance and compliance environments
• Proficient use of Microsoft Office (especially Outlook for managing diaries, PowerPoint, Word and Excel)
• Excellent organisational and time management skills
• Strong oral and written communication skills with clarity, accuracy and attention to detail

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