Management Assistant

Management Assistant

Barry Callebaut

Lebbeke-Wieze, Belgium

About the role

As Management Assistant you support the President of the region Western Europe, the Managing Director of UK&I, the VP Global HR Business Partner CSD and some members of the RLT WE on ad hoc requests.

You serve as a back-up for the management assistant of Managing Director DACH, Managing Director France and VP CFO WE.

Key responsibilities include

• Managing the President’s agenda and scheduling on and offsite meetings, prioritizing appointments and events;
• Coordinating RLT meetings: arranging the meetings, defining locations, making travel arrangements, setting up the agenda;
• Supporting the budget process: creating PO’s, following up on invoices, approving invoices;
• Coordinating travel arrangements and creating detailed itineraries;
• Building efficient and professional working relationship with employees, customers, suppliers, acting as a filter and focal point to internal and/or external contacts;
• Prioritizing President’s workload to ensure that all urgent and time sensitive issues are dealt with first;
• Managing and processing expenses for the President, keeping expense records for all;
• Following up and audit of travel and expense reports;
• Acting as proxy for expense & time & attendance approvals;
• Creating presentations, conducting research, collecting data;
• Filing, keeping records, imputing data and completing other administrative tasks;
• Preparing newcomers; arrivals (onboarding agenda, material, visit cards);
• Supporting for the President’s direct reports & extended RLT members both in Wieze and in other sites;
• Giving support to personal administrative topics in case of relocation or repatriation;
• Ad hoc requests on events, administrative support, relationship gifts, sample requests;
• On top the role is supporting other leadership roles in travel arrangements, expense reports, financial process (PO, coupa, invoice approval,…).

About you

• Bachelor’s degree or similar diploma;
• At least 5 years of experience as an assistant in an international environment;
• Excellent level of English, other languages are an advantage;
• Excellent knowledge of Google Applications and Microsoft Office tools, including Power Point and Excel (Systems and tools to be used: SalesForce, SuccessFactors, Coupa, SAP, Concur, Atoss);
• Excellent written and oral communication skills;
• Committed team player with exceptional interpersonal and communication skills;
• Excellent planning and organization skills;
• Attention to details, discretion, precision and reliability;
• Delivery focused, hands-on and strongly independent personality;
• Proactive approach in anticipating needs, flexible, dedicated, customer focus.