Executive Administrative Assistant Job Vacancy at Coca Cola Nigeria

Job Title:Executive Administrative Assistant JOB ID 23026 LOCATION(S) Nigeria CITY/CITIES Lagos SPECIFIC LOCATION JOB TYPE Full Time TRAVEL REQUIRED 0% RELOCATION PROVIDED No SHIFT N/A DESCRIPTION & REQUIREMENTS: Position Overview: The closing date is Thursday, May 10 2012 • To ensure that the General Manager has support on ALL administrative and clerical tasks so the GM can focus on business issues. • Manage the GM’s diary and agenda, provide support to Direct Reports as required, and anticipate and resolve administrative issues that may hinder the smooth operations of the GM’s office. KEY DUTIES/RESPONSIBILITIES: The General Manager's Communication • Timely review of all incoming mail, and responding or re-routing to the correct respondents • Timely and professional preparation of outgoing mail for the General Manager • Management and recording of all incoming and outgoing mail to ensure a data base for future reference is maintained for speedy and accurate future reference • Managing all internal and external queries and requests, responding and re-directing accordingly General Manager's Calendar and Agenda • Scheduling of meetings • Distribution of the GM’s annual calendar to direct Reports • Managing requests for meetings by key stakeholders or other outside parties General Manager Travel arrangements • Arranging for all travel, hotel bookings and pick up • Ensuring passport and visa’s are current and in good order • Prepare detailed itineraries for use by the General Manager and the General Manager’s office Preparation, facilitation and co-ordination of Senior TCCC VIP visits and General Manager’s meetings • Arrange necessary accommodation • Arrange necessary travel arrangements • Co-ordinate relevant meetings, appointments and functions • Arrange required venues • Prepare detailed itineraries • In liaison with the Executive Assistant, assist in the development of background material for presentations General Administrative Work • Maintain internal TCCC contact details for use by the General Manager’s and the GM’s office • Maintain external contact details for key stake holders • Provide support regarding the General Manager’s Office activities • Set up a system to ensure follow up and follow through on all project deadlines and responses • Manage the General Manager’s Chauffer • Prepare and manage the General Manager’s expenses – includes expense reports, and ensuring his credit card(s) are valid and paid for • Liaise with facilities as necessary with regards to office requirements • Manage filing and records • Challenging / unique situations may arise Management of Payments • Complete all GM office financial transactions using SAP e.g. travel expenses, tickets, travel requests, holidays, etc • Monitor GM office's budget – identify discrepancies and notify relevant team members as and when necessary FINANCIAL/ JOB SCOPE: • TBA ORGANIZATION IMPACT/ INFLUENCE: Interactions: Within the Company • General Manager • The General Manager’s direct reports • Finance department for payments • General Manager’s Chauffer Outside the Company • Bottler Management • Travel agencies • Car Rentals • Embassies • Hotels • Government Officials (Ad hoc meetings for various reasons) SUPERVISORY RESPONSIBILITIES: Direct Reports: None Indirect Reports: General Manager’s Chauffer RELATED JOB REQUIREMENTS/ QUALIFICATIONS: Skills: • General Office Management • Methodical thinking and a high sense of urgency • Excellent communication skills • Ability to work under pressure with tight deadlines •Effective Time Management Competencies: • Building Value Based Relationships • Building Sustainable Organizational Capabilities • Leveraging and Respecting Others • Negotiation • Manage Bottler Relationships • Confidentiality • Attention to detail • Planning and organizing • Writing effectively • Acting with integrity • Instilling confidence and trust • Focusing on clients Required Experience • 5-8 years working experience in customer service or related area • Some related experience managing a senior managers office • Advanced computer skills-MS Office, SAP, MS Project EDUCATIONAL REQUIREMENTS: Bachelor’s Degree. CULTURAL DIVERSITY: • Ability to balance interaction with all levels of management ANALYSIS: • Challenging / unique situations may arise JUDGEMENT AND DECISION MAKING: Decisions in this role are mainly referred, except those relating to the administrative function of the General Manager’s office. TRAVEL REQUIREMENTS: Limited no travel required ADDITIONAL INFORMATION: This position will evolve. Responsibilities and job description may be reviewed and refined with changing business needs. At The Coca-Cola Company you can cultivate your career in a challenging and dynamic environment. We are the largest manufacturer and distributor of nonalcoholic drinks in the world-selling more than 1 billion drinks a day. Unlock your full potential with a future-focused company that is known and respected throughout the world. Relocation costs are not provided for this job. By applying for this job, candidates understand and acknowledge that the Company will not provide relocation assistance or support and that relocation will be entirely the responsibility of the candidate. How to Apply; http://www.virtualvender.coca-cola.com/na_application.jsp