Job Title: Executive Assistant

About the Function:

Our Sales team love building relationships, connecting with customers to sell our much-loved brands in new and vibrant markets where they can thrive. They help sell our iconic brands across 180 countries every year.

We're operating across different markets, channels, and areas of expertise. Using your curiosity and passion, you'll make the most of consumer insight and digital platforms, reaching new customers, markets, and celebrations to help us achieve our growth potential. We'll support your learning and growth as you develop your career with us and work with people across our business to realise your fullest potential

About the team:

• Knowledge & Skills- Proficiency in MS Office Suite (Excel, Outlook, PowerPoint, Word)

• Excellent communication skills (verbal and written) in English with strong interpersonal skills

• Strong organizational and administrative abilities with influential stakeholder management

• Understanding of international travel processes and logistics

• Ability to handle urgent or weekend tasks, particularly around travel

• Confident and proactive personality with a calm approach in high-pressure situations

• Administrative Support- Provide daily administrative assistance, including handling calls, emails, and internal communication

• Manage calendar efficiently, schedule meetings, and coordinate internal/external interviews

• Approve Concur requests and support team members in using the Concur system

• Coordinate office car bookings and other logistics with the admin team

• Ensure timely reminders and nudges for mandatory trainings (e.g., POSH, Conflict of Interest)

• Act as a reliable crisis support resource, maintaining composure and readiness

• Travel Management- Independently manage domestic and international travel for the Sales Head and DILT members

• Coordinate flights, hotels, and ground transport while adhering to company policies

• Handle last-minute bookings, unavailable hotel cases (outside portal), seek timely approvals, and book accordingly

• Ensure travel expenses are submitted and maintain a record of Concur entries for at least one year

• Maintain medical e-cards for employees and assist with policy-related travel clarifications

• Documentation- Maintain, organize, and archive important documents and records for easy retrieval

• Ensure confidentiality of sensitive information

• Handle documentation related to Power of Attorney for East zone approvals

• Support internal documentation needs, data compilation, and compliance tracking

• Office Administration- Monitor office supply levels, pantry items, and stationery, and coordinate replenishment

• Ensure meeting rooms and shared spaces are presentable and functional (AV setup, seating etc.)

• Track maintenance needs and coordinate repairs or service follow-ups with vendors

• Assist in organizing internal events and leadership visits (venue, logistics, basic setup)

• Coordinate caterers, guest lists, and internal communications for office functions

• Housekeeping- Liaise with housekeeping staff to ensure cleanliness and hygiene is maintained across the office

• Conduct routine checks and escalate any issues related to upkeep

• Ensure hygiene essentials (sanitizers, tissues, refreshments) are stocked regularly

• Oversee daily office maintenance and support basic compliance requirements

• Employee Engagement- Support HR in planning and executing employee engagement events and internal celebrations

• Coordinate logistics, invites, and materials in collaboration with the HR team

• Assist with onboarding arrangements (desk setup, welcome kits, basic orientation support)

• Be a point of contact for employees needing help with internal processes

Additional Expectation:Act as a dependable support to the Sales Head, staying alert to internal dynamics, managing escalations calmly, and stepping in proactively when urgent assistance is needed. This role demands discretion, efficiency, and responsiveness at all times.

Flexible Working Statement: Flexibility is key to our success. From part-time and compressed hours to different locations, our people work flexibly in ways to suit them. Talk to us about what flexibility means to you so that you're supported from day one.
Diversity statement: Our purpose is to celebrate life, every day, everywhere. And creating an inclusive culture, where everyone feels valued and that they can belong, is a crucial part of this.

We embrace diversity in the broadest possible sense. This means that you'll be welcomed and celebrated for who you are just by being you. You'll be part of and help build and champion an inclusive culture that celebrates people of different gender, ethnicity, ability, age, sexual orientation, social class, educational backgrounds, experiences, mindsets, and more.

Our ambition is to create the best performing, most trusted and respected consumer products companies in the world. Join us and help transform our business as we take our brands to the next level and build new ones as part of shaping the next generation of celebrations for consumers around the world.

Feel inspired? Then this may be the opportunity for you.

If you require a reasonable adjustment, please ensure that you capture this information when you submit your application.