VP Assistant Packaging Solutions

Job Summary

Tetra Pak International is looking for an Assistant, who will coordinate and optimize the administrative activities of the 2 Vice Presidents and 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 administrative tasks, this role involves strong program management capability and ability to work closely with the Vice President’s 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 can be full-time or part-time position (80%). Location: Lausanne.

What you will do

As Assistant to the Vice Presidents, you will be responsible for the following activities:

Travel Management: 

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

Administrative and Coordination Support:

• Manage and maintain complex executive calendars ensure optimal use of time and efforts, as requested and prioritizing appointments and activities including last minute changes
• Arrange several leadership meetings
• Send announcements, draft letters and replies to external parties as needed
• Facilitate communication and information flow within the organization
• Drive improvements in administrative ways of working and secure implementation within the organisation
• Maintain Distribution Lists 
• Acting as a backup for the SVP’s Executive Assistant when needed 

Meeting Coordination:

• Prepare, facilitate, and support during internal and external events and meetings
• Arrange catering and logistics for in-person and virtual meetings and events when required

Purchase Order Management:

• Create, manage, and track purchase orders to ensure timely processing and payment
• Work closely with the finance and procurement departments to reconcile purchase orders and resolve any discrepancies
• Maintain accurate records of all purchase orders and related documents

We believe you have

• An administrative qualification 
• 5+ years of experience in a similar role or assistant role
• Experience working with senior management team
• Strong stakeholder management skills
• Proficient in Microsoft Office software (Word, Excel, PowerPoint, Teams etc.)  and possess the ability to quickly grasp and learn new technical tools
• Concur & SAP, Webex Events, Slido
• Professional knowledge of spoken and written English and French

As a person you have excellent communication skills and a proactive approach. You are dynamic and find your drive from being precis, productive and efficient. Walking the extra mile is something that also makes your workday joyful and engaging. You are a positive person with an interest to automate and use modern applications, like copilot or others. 

Furthermore, your level of support and service is on top, and you enjoy ensuring that team members are well supported.

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