Overview
PURPOSE & IMPACT: This role is known for providing full secretarial and administrative support to up to six Supply Chain Directors. The Personal Assistant, Supply Chain role is a vital component of the Supply Chain Directors success, directly contributing to the smooth operation, efficiency, and strategic direction of the organisation. Their role enables leaders to operate at their highest potential, thereby impacting the overall performance and success of the business.
Someone who is dedicated, represents our core values and acts as a trusted right hand to the Directors. Someone who works with a high level of discretion, integrity and able to confidently manage confidential information. With a highly professional manner, they will interact effectively with senior managers and thrive in a matrix environment. They must excel at prioritising workload and efficiently manage multiple requests maintaining a positive, solution-focused approach. Able to represent Nomad Foods both internally and externally at all times.
Responsibilities
Diary Management
Effective and proactive management of complex diaries to ensure optimisation of time to focus on key internal/external meeting and engagements across multiple locations/time zones. Management of diary conflicts ensuring a high level of professionalism when interacting with stakeholders.
Travel Management
Co-ordinate travel arrangement including flights, accommodation, and itineraries via the Business’ preferred online tool. Anticipate needs and handle last minute changes or adjustments.
Team Coordination
Act as the central contact point for each team in processing queries in a timely, prioritised and efficient manner. Attend, manage agenda and take minutes for meetings and produce clear and accurate communication items as required. Ensure each Director is fully prepared for meetings with all necessary documentation and information.
Act as Supply Chain IT Co-ordinator, ensuring new starters have all the resources required for commencing employment. phone, laptop etc.
Internal and External Communication
Pro-active management of all correspondence and effective production of communications and presentations from notes and briefs. Manage relationships with external suppliers and customers and support the timely flow of information for internal and external requirements. Work closely with other PAs and EAs and maintain Supply Chain Leadership who is who, contact and organisation.
Corporate Engagement Coordination
Coordinate and organise internal and external meetings and conferences including booking rooms, catering requirements and ensuring necessary equipment is prepared. Manage attendance lists, research and scope out appropriate venue options and support the EA to the Chief Supply Officer with logistics for the annual Supply Chain Conference. Provide on site support during the event.
Budget Management
Raise POs, check invoices, organise approvals and receipting. Raise new vendor documentation. Liaise with the Accounts Payable Team, and carry out other invoice & accounting related activities. Prepare expense claims.
Qualifications
1. PA experience supporting Director level
2. A strong service ethic and a passion to deliver actions at pace and to a high standard
3. Eager to learn and grow in the role and to represent Nomad Foods’ values
4. Able to prioritise workload and work to tight deadlines with quick turnaround
5. Capable of managing multiple tasks, prioritising and thinking further out
6. Able to work with people at all levels of the organisation