Personal Assistant to Global People Experience Head and Global Customer Hubs Head

Job Title:Personal Assistant to Global People Experience Head and Global Customer Hubs Head

Background & Purpose of the Job

In this role you will provide a pro-active and world class support to the Global People Experience Head and Global Customer Hubs Head, in the Global Business Services organization.


Who You Are & What You’ll Do

Provide full support to the Global People Experience Head and Global Customer Hubs Head including diary, travel & meeting management across all time zones, travel planning, processing expenses, meeting agenda management, visitor, and internal/external event management. 

Ensure proactive management, prioritize meetings according to business need and urgency. Ensure Global People Experience Head and Global Customer Hubs Head can prepare and ensure all materials needed for high impact meetings are set and available at the proper times.  

Communicate and collaborate effectively with local and global teams to anticipate and solve problems before they occur.  

You must be flexible, have a high degree of autonomy, self-confidence, and enthusiasm with strong interpersonal skills. Accuracy and speed are essential. 

Organize international and local travel, including preparation of itineraries, visas, etc. together with management of out of office requirements. Inform other participants proactively so visits can be orchestrated properly.  

Organize internal and external meetings & workshops locally & abroad including booking meeting rooms, venue sourcing, defining the agenda, arranging evening / team activities and logistics and ensuring technical set-up runs smoothly (Microsoft Teams, ZOOM, etc). 

Set up and manage highly confidential external meetings and engagements.  

Manage a global network of internal & external stakeholders, point of reference for local teams & external partners. 

Maintain email distribution lists and internal and external contacts databases. 

Raise, tracking, and closing of Purchase Orders when needed, liaising with procurement & suppliers to ensure prompt payment. 

Pro-actively tackle issues related to administrative processes to ensure speed and efficiency. 

Liaise and respond to senior stakeholders and other leadership team members for any business-related request, including meetings and supporting material preparation.

Support Global People Experience Head and Global Customer Hubs Head for all meeting plans and logistics, following up with travel and expenses. Plan, Propose and manage the most optimized travel plan across all business needs. 

Own Calendar Management for Global People Experience Head and Global Customer Hubs Head

Other administrative projects and duties as assigned 


What You’ll Need To Succeed

This role requires proven experience and track record of high performance as a Personal Assistant and experience working in a regional or global organization across time zones. 

Critically, you must be well organized, able to prioritize tasks of high complexity and build relationships with a complex network and key stakeholders across different levels in- and outside of the organization. 

Initiative to think proactively how to support Global People Experience Head and Global Customer Hubs Head and the leadership team to be as efficient as possible in using their time. 

You must be flexible, have a high degree of autonomy, self-confidence, and enthusiasm with strong interpersonal skills. Accuracy and speed are essential. 

You must be trustworthy, sensitive, and discreet when exposed to confidential information. 

Experience in managing office processes is important and where necessary, developing new approaches to meeting changing needs. 

Excellent in Microsoft applications including Outlook, Word, Excel, and PowerPoint, in Coupa for budget management and ability to quickly acquire new IT skills to utilize key company software and systems.