PURPOSE

A key player in Global Sourcing in driving Sourcing’s vision to be the Most Agile, Most Competitive, Most Digitalized & Cleanest Supply Base in the industry. Assist Sourcing Senior Leadership in all aspects, including being the coordination partner internally and externally, providing full administrative service to corresponding departments. In parallel, coordinate communications between supplier-facing Sourcing and Global Operations leadership to align messaging. Leverage knowledge of these key stakeholder groups and coordinate local cross-team events.

KEY RESPONSIBILITIES

• Collect, sort and prioritize daily mails and correspondences for Sourcing Leader(s); respond on behalf of Sourcing Leader(s) when appropriate.

• Manage Sourcing Leader(s)’s calendar and prioritize schedule & appointments.

• Accurately maintain records/files to process and retrieve information efficiently.

• Represent the Department in professional and courteous manners when interacting with both internal and external customers.

• Organize, coordinate, and manage programs/events/conferences by arranging agenda, necessary facilities and caterer, and issuing information or invitations etc.

• Perform day-to-day administrative services, including meeting schedules and facilitation, travel arrangements & visa, shipping, expense reports etc. Provide solutions to inquires requiring knowledge of department policies and procedures.

• Compose and prepare confidential correspondences, operational reports, and other complex documents independently. Ensure accurate responses timely.

• Partner with office building facility administrative counterparts, cross teams, Human Resources and Corporate Services to support local events, including live and streaming Townhall meetings, executive leadership visits, Long Service awards, Team Talk live streaming events, and relocations/renovation activities.

• Assist Global Operations supplier-facing leadership communications related to strategy, events (e.g. FIFA, World Cup, year-end greeting), and coordinate annual air mail distribution of strategy materials.

• Assist supplier-facing events, e.g. annual summit, with supplier contact list management, awards and invitations, and seating plan.

• Role model leadership to foster a culture of Diversity Equity & Inclusion that strives for an inclusive workplace.

KEY RELATIONSHIPS

• All departments in Sourcing

• All Global Functions (i.e. Finance, Human Resources, Legal, Supply Chain Management, and Technology, Global Business Services)

• Local Supplier-facing leadership team (i.e. Country Managers, Office Managers)

• Event vendors

KNOWLEDGE, SKILLS AND ABILITIES

• Ownership quality that contributes to achieving the company’s strategic objectives and personal development goals.

• Good people, influencing communication, and negotiation skills.

• Strong organization and time management skills.

• Ability to work independently, prioritize and execute multiple assignments in a fast-paced environment while working under tight deadlines.

• Ability to make recommendations that effectively resolve problems by using judgment that is consistent with standards, practices, policies, procedures, and regulations.

• Possess growth mindset and prioritize one’s betterment to enhance performance.

• Strong knowledge of Microsoft office, especially PowerPoint, Outlook, Word, and Excel.

• Fluent in English communication.

REQUISITE EDUCATION AND EXPERIENCE

• University degree in Business Administration or similar.

• 3+ years related executive assistant or secretary experience