Manpower are currently seeking an interim PA to Leadership Team, to work with our global client Pepsi Lipton, a joint venture between Unilever and PepsiCo focused on the manufacture of iced tea.
The position is based in Kingston upon Thames, Surrey. This is a full-time temporary role to run for 3 months, requiring 36.25 hours per week, Monday to Friday. Compensation for this role is competitive, paying up to £38,000 per annum, pro rata, depending upon experience.
The role currently offers a mix of remote and onsite working, subject to adjustment based on business requirements.
The Team Assistant to our leadership team is a key member of the Pepsi Lipton Europe and Marketing teams, supporting the Directors on day-to-day basis and working in close partnership with our wider global teams across Pepsi Lipton, PepsiCo and Unilever teams to ensure the smooth day to day support and management and organisation of multiple diaries and corporate meetings and events.
Key Accountabilities
Manage Directors' calendars, with full editorial access,
Responsible for managing Leadership Team invites on behalf of leadership team
Provide support to leadership events whenever required
Coordinate preparation calls with each respective marketing team in preparation for the PBR sessions
Send invites for preparation project activation monthly realignment calls
Responsible for arranging travel for directors, including accommodation, visas and cross-country diary management whenever required
Reconcile expense accounts in Concur for all directors in both Unilever and PepsiCo systems
Assist with the on-boarding of new employees within your assigned business area whenever required. This includes GPID request, laptop request (including 0365 access, PepsiCo portal), mobile phone, Concur T&E + Concur account, Amex application (optional and when required) and Egencia account. Coordinate approval flow of above-mentioned tasks with designated approvers on the system.
Raise purchase orders (POs) for your respective business area in timely manner in MyBuy, and SAP
Resolve purchase order queries from suppliers promptly in line with our invoice payments via VIM (Vendor Invoice Management system in SAP)
Re-align status PO reports with finance controllers, making sure POs are matched to bills and follow up with suppliers whenever required
Assist with cyclical processes (i.e. End of year) to ensure data accuracy and timely submission of accounts
Assist with new vendor request process where needed and liaise with relevant teams (finance, Master Data Governance and Data Management Organization)
Provide assistance where needed to team members and any other ad-hoc admin tasks for the Directors whenever required
Build good rapport with key stakeholders/senior leadership team's Team Assistants/PAs and provide support when other assistants are on holiday.
Assist with onboarding and training of other Team Assistants where needed, including systems and processes, JV/parent company onboarding and H&S training, organising security passes and tour of the building
Assist with organisation of meetings and corporate events from start to finish as needed, liaising with organisers, agencies and other Team Assistants to ensure successful preparation and roll-out
Assist with organising the team meetings and workshops as needed
Assist with office coordination and ordering of supplies as needed
Coordinate and support team's post, including posting of any items or samples
Work as part of project teams and support projects delivery as needed
Build and maintain a successful professional network of business contacts in PepsiCo and Unilever to enable smooth operational and admin tasks, including parent companies' BUs PA and BD network and relevant IT and workplace support contacts (i.e. for international diary management, IT access/laptop support, onboarding of new team members, systems setup and support)
Provide ad-hoc support with new vendor set-up and POs to team members from the assigned business area as necessary.
Ensure effective management of multiple stakeholders on day-to-day basis
Develop good understanding of our business model and priorities to enable appropriate support and problem-solving
Key Requirements
Solid previous experience in a similar role in a matrix organisation, ideally within FMCG
Excellent people skills with the ability to build strong relationships and manage multiple stakeholders at all levels and across multiple functions and organizations.
Strong problem-solving and organizational skills
Strong multitasking skills with the ability to manage competing requests at the same time
Professional networking/external focus especially dealing with 3rd party suppliers
Strong business acumen
Ability to bridge Unilever and Pepsi systems and culture, and work seamlessly in a complex ecosystem
Has a passion for the Lipton brand and to growth of RTD businessAdditional Information
Occasional national and international travel may be required