Executive Assistant Communications

Job Summary

Tetra Pak is looking for an Executive Assistant, who will coordinate and optimize the administrative activities of the Executive Vice President Communications and help promote the business’ image internally and externally. 
The role is designed to make the leader more effective in daily administrative operations, strategic planning, and decision making. Besides providing superior support in a variety of complex administrative tasks, this role involves strong program management capability and ability to work closely with the Vice President teams on site and abroad. 
We offer a very independent and autonomous role and being part of the assistants’ community of the company. 
This position is full-time.
Location: Lausanne

What you will do

As Executive Assistant to the Executive Vice President Communications, you will be responsible for the following activities:
Travel management: 

• Responsible for end-to-end complex domestic and international travel organisation (including specific flights bookings, accommodations, transfers and car rentals, and preparing travel requests and expense reports in the Concur system)
• Support in preparing passport and visa applications and invitation letters etc. as needed

Administrative and coordination support:

• Manage and maintain complex executive calendars as requested by the executive and prioritizing appointments and activities including last minute changes
• Arrange several leadership meetings
• Send department announcements as well as global announcements, draft letters and replies to external parties
• Facilitate communication and information flow within the organization
• Drive improvements in administrative ways of working and secure implementation within the organisation
• Maintain distribution lists 
• Meeting coordination:
• Arrange leadership meetings, including preparing agendas, taking minutes, and ensuring follow-up on action items
• Arrange catering and logistics for in-person and virtual meetings and events

Project management:

• Assist with the planning and execution of special projects and initiatives as required
• Track project progress and provide updates as needed.
• Support for special projects (e.g. senior meeting preparation, physical meetings)
• Announcements finalisation and distribution
• Webcast scheduling in partnership with President & CEO Executive Assistant
• Coordinate video shootings agreements 
• Follow-up requests coming through on the corporate mailbox
• Miscellaneous communication materials finalisation and distribution

Document management:

• Organise and maintain electronic files, ensuring documents are easily accessible
• Handle confidential and sensitive information with discretion.

Purchase order management:

• Create, manage, and track purchase orders to ensure timely processing and payment for the entire department 
• Maintain accurate records of all purchase orders and related documents
• Work closely with the finance and procurement departments to reconcile purchase orders and resolve any discrepancies.
• Follow-up with the suppliers regarding their invoices

We believe you have

• An administrative qualification
• 7+ years of experience in a similar role or assistant role
• Professional knowledge of spoken and written English, with knowledge of French a plus
• Excellent communication skills and proactivity
• A dynamic and productive work approach
• Efficiency, precision and drive
• A service-oriented and flexible attitude to ensure team members are well supported
• Expertise in Microsoft tools (Word, Excel, Powerpoint, Teams etc.) and SAP Concur
• An eye for detail when it comes to announcements and other written communications

The position requires the highest degree of professional conduct and protection of confidential, sensitive business and personnel information received and generated.